Access

Building a Data Archival Plan: Where to Begin

Jude ONeill — Thu, 18 Dec 2025 16:59:38 +0000

When healthcare organizations start talking about data archiving or legacy system retirement, the first challenge is rarely the technology. It is figuring out what questions need to be answered before any real planning can begin.

This guide is meant for healthcare IT teams who are at that starting point.

It outlines the foundational information to clarify internally, and the key areas to think through before engaging vendors or committing to an approach.

In this guide, you will find:

The core components that shape an archival or migration project at a high level
Common data and record types typically considered during early planning
A structured set of questions to help evaluate archival vendors beyond surface features
The basic inputs vendors usually request to scope a project accurately

Download the guide to understand where to begin and what to consider as you start planning a data archival initiative.

Checklist: Is Your Data Audit Ready?

Jude ONeill — Wed, 17 Dec 2025 15:25:36 +0000

Healthcare leaders must be confident that their archived data is complete, accurate, easily accessible, and fully traceable to meet audit and compliance checks from regulators, payers, attorneys, quality teams, or internal reviews, while maintaining full data integrity even after legacy systems are retired. This can be a complex process.

To make it less complex, Access designed a comprehensive checklist to help hospitals understand how and what to do to stay audit-ready with reduced legal risks, audit delays, and maintenance costs. This ensures hospitals rely on compliant data with clear audit trails for data-backed care continuity. Use the checklist to assess if your data meets the audit expectations and survives an audit!

Legacy Data and Patient Care

Jude ONeill — Thu, 11 Dec 2025 20:53:00 +0000

Dive into the critical role of legacy data in revolutionizing patient care with this insightful eBook. Explore how historical medical records, often stored in outdated systems, hold the key to improving patient safety, streamlining clinical decisions, and enhancing healthcare outcomes.

Learn how Access tailored data archival solution leverages legacy data can bridge gaps in patient histories, reduce medical errors, and support personalized treatment plans. Packed with Access’ real-world examples, our expert insights, and actionable solutions, this eBook is a must-read for healthcare professionals, IT specialists, and administrators committed to advancing patient-centered care in the digital age.

This comprehensive guide delves into the challenges of accessing and integrating legacy data, offering practical strategies for healthcare providers to harness this valuable resource.

Whitepaper: Data Privacy for the Information Professional

Orbit Media — Fri, 05 Sep 2025 14:00:33 +0000

Data privacy was once a concern for either Legal or IT, but this is no longer the case. It’s now a core responsibility for every department in your organization, woven into every process, decision, and system.

And in today’s privacy landscape, meeting that responsibility requires more than policies or annual audits. It calls for a flexible, organization-wide approach that embeds privacy into the entire information lifecycle, from setting retention schedules to defining limits on data use and gaining meaningful consent.

This whitepaper, “Data Privacy for the Information Professional,” explores how to make that shift. Inside, you’ll learn how to:

Understand and apply the principles of Privacy by Design
Build a flexible, organization-wide privacy framework
Navigate state-specific privacy laws with confidence
Align retention schedules, consent management, and data use policies
Move from reactive compliance to a proactive, privacy-first culture

Data privacy is more than just a legal requirement. It’s key to building long-term trust and resilience. Download your copy now and start moving from reactive compliance to a proactive, privacy-first culture.

Managing Information Through Transition: The Mergers & Acquisitions Playbook

Orbit Media — Mon, 21 Jul 2025 18:21:13 +0000

The Role Metadata Plays in the Information Lifecycle

Tariq Williams — Thu, 08 May 2025 19:31:51 +0000

Created in Collaboration with KMWorld

If you’ve ever spent too much time searching shared drives, sifting through folders, or chasing down a critical document only to come up empty-handed, you’re not alone.

Every organization generates massive volumes of data across teams, systems, and formats. But without a strategy to unify, govern, and retrieve that information, it becomes a burden rather than a business asset. This is where metadata makes all the difference.

Download your copy of “The Role Metadata Plays in the Information Lifecycle” to uncover how metadata can help reduce chaos, support compliance, and bring structure to your organization’s information management practices. Key takeaways include:

Why metadata is essential for tracking, accessing, and protecting records
The role of context, terminology, and data lineage in successful metadata management
Practical, stage-by-stage tips for using metadata to organize, secure, and manage records across the information lifecycle
Ways to reduce risk, redundancy, and retrieval time across physical and digital records

Download your copy today and ensure your metadata practices support accessibility and compliance at every stage of the information lifecycle.

The Records Manager’s Guide to Electronic Signatures & Compliance in the U.S. & Canada

Tariq Williams — Fri, 25 Apr 2025 05:00:56 +0000

Are you confident that your organization’s electronic signatures and records meet legal and regulatory requirements? Navigating the complexities of electronic vs. wet signatures in the U.S. and Canada can be challenging, but having the right guidance can make all the difference.

Download The Records Manager’s Guide to Electronic Signatures & Compliance in the U.S. & Canada to gain clarity on the key regulations and retention requirements regarding electronically signed records.

What you’ll learn from this eBook:

The key regulations governing electronic signatures, including ESIGN, UETA, PIPEDA, and UECA.
When electronic signatures are legally equivalent to wet signatures—and when they aren’t.
How to determine if a signed record must remain in paper format or if it can legally be digitized.
Best practices for ensuring signed records, both physical and digital, are compliant with retention requirements.

Whether you’re implementing electronic signatures for the first time or refining existing policies, this eBook provides the clarity and guidance you need to confidently manage signed records. Download your copy today!

Records Management for Modern Manufacturing

Tariq Williams — Fri, 14 Feb 2025 14:00:04 +0000

Boost Document Accessibility with Effective Indexing Strategies and Records Classification Methods

Tariq Williams — Mon, 26 Aug 2024 16:24:02 +0000

Effective Capture: The Foundation of Information Governance & Digital Transformation

Orbit Media — Thu, 30 May 2024 19:00:47 +0000

Amidst all the buzz about AI, machine learning, and cloud computing, information capture is often overlooked. Yet, robust capture practices are vital to successful information management.

Without a solid foundation in capture processes, organizations risk missing out on the potential of digital transformation and fail to align their information activities with broader strategic goals envisioned by information governance.

This eBook offers valuable insights on effective information capture and management, including these key points:

Providing clarity on what information capture entails and why it serves as the linchpin of comprehensive information management strategies.
Detailing the relationship between capture processes and information management, underscoring the importance of this process.

Reevaluating the scanning process, including imaging and digitization of paper documents.
Explaining why paper capture remains relevant, even in an age where digital-first processes are prolific.
Identifying the factors to consider when developing a process for physical document capture.

Whether you’re a seasoned professional seeking to optimize existing procedures or a newcomer navigating the intricacies of information management, this eBook offers insights and strategies you can apply to your organization’s information capture processes. Download your copy today!

Beyond Storage – A Comprehensive Information Management Checklist

Orbit Media — Fri, 05 Apr 2024 20:23:01 +0000

Organizations of all kinds and sizes are faced with an array of information management challenges. From the transformation of information technologies and the growth of data sets to the intense scrutiny of personal data privacy, these challenges force us to reengineer our processes for the better.

Navigating your organization’s data landscape can be daunting, but working with the right partner — and developing a thorough plan — can enable strategic prioritization and management.

This checklist will help you develop a calculated approach to prioritize and manage your organization’s data. Use it to set your goals and prioritize your most important next steps to ensure your organization not only survives but thrives—Download the checklist and get started on improving your organization’s information management program now!

Integrated Information Management: A Roadmap to Assess Your Organization’s Information Priorities

Orbit Media — Thu, 04 Apr 2024 19:00:07 +0000

The Modern Law Firm’s Guide to Records Management

Orbit Media — Tue, 20 Feb 2024 21:00:00 +0000

As the amount of information law firms handle grows, so do the risks of improper records management. Base-level records management will no longer suffice. You must keep information easily accessible for ongoing matters, including discovery, legal holds, and transfers, while also maintaining security, controlling storage costs, and defensibly disposing of documents at the end of their lifecycle… But how?

With this eBook, you’ll learn how to create an effective, comprehensive records and information management (RIM) program that will reduce your firm’s legal risk and exposure to non-compliance fines, while improving business processes and accessibility of information. Use it to:

Assess your law firm for a variety of risks relating to improper records management
Audit your current RIM program, including its maturity level
Develop and implement a comprehensive RIM program that incorporates feedback loops for continuous improvement

As custodians of your clients’ documents, as well as your own, it’s crucial for your firm to optimize its records and information management practices. Dive into our eBook for invaluable guidance—download now!

Revolutionizing Insurance Claims Processing: The Power of Efficient Information Management

Orbit Media — Tue, 16 Jan 2024 21:39:22 +0000

2023 State of the Records and Information Management (RIM) Industry Report

Orbit Media — Thu, 06 Apr 2023 22:49:51 +0000

Business Continuity Planning & Hurricane Preparedness Checklist

Orbit Media — Fri, 13 May 2022 21:39:36 +0000

Navigating Information Management In an Evolving Remote/Hybrid World

Orbit Media — Fri, 15 Apr 2022 22:51:53 +0000

In today’s new normal, most teams are still working remotely or in a hybrid model, accessing data digitally and collaborating virtually. Companies have also been downsizing real estate space and offering more flexibility than ever to retain talent. How does this affect your records and information management program and how are other organizations evolving to meet the needs of the business?

Designing a strategy to future-proof your information management program is a matter of focusing on people, processes and technology while looking for opportunities to be more cost-effective and productive.

Download this eBook to learn more about the intersection of these three paradigms and how to build a resilient information management program in a remote or hybrid work environment.

Information Management: From Clay Tablets to the Cloud and Beyond

Orbit Media — Sat, 05 Mar 2022 01:43:48 +0000

Records have a long history, with the earliest ones found in 3000 BC on clay tablets and progressing later to Papyrus paper in 2000 BC. Fast forward to today, and paper continues to be used.

While digitization continues to grow and remains a priority, it can also be a massive bottleneck, largely due to the time and investment it requires to complete.

In partnership with Lead To Market Research, Access surveyed professionals in information security, compliance, and privacy across 50 of the most respected companies headquartered in the U.S. and operating in highly regulated industries. The results provide great insights on what the information management profession is focusing on today and what it plans to focus on in the future.

Download this eBook to learn more about the survey findings and the story of innovation and what’s really happening in information management in the 21st century.

Adventures in Digitization – ELF Playbook, Chapter 2

Orbit Media — Fri, 11 Feb 2022 21:03:43 +0000

In 2021, CAPLA and Access partnered together to release “Adventures in Digitization – Electronic Land Files (ELF) Playbook”. This resource provides a roadmap to guide organizations through their respective digitization journey and navigate the various stages required to join the digital world, where accessing information is seamless, regardless of location. The resounding response from the CAPLA membership, as well as the Energy industry in North America, validated how needed this resource was at this moment in time.

We also heard that our readers wanted more details, especially as they relate to metadata, folder structure and naming conventions. In other words, with the millions of documents and files that are typically part of any energy company, there is a need to bring order to the chaos.

Drawing on a wealth of experience from CAPLA Committee members, as well as the depth of resources and knowledge from Access, we have jointly created this follow-up to the original digitization roadmap, our original ELF playbook – known as “Chapter 2” of the playbook. Chapter 2 dives deeper into the best practices of how to set up a method of organization that will help Energy companies easily access and use their data.

Survey Report: ARMA International’s 2021 Information Governance (IG) Maturity Index

Orbit Media — Fri, 17 Sep 2021 18:41:38 +0000

ARMA International’s 2021 Information Governance (IG) Maturity Index Survey and Report, sponsored by Access, aligns with the organization’s Information Governance Implementation Model (IGIM). It was designed to be a simple and repeatable assessment of IG maturity across the seven key areas of IGIM.

The result is a definitive, data-driven benchmark for information governance (IG) to assist organizations looking to create effective IG program implementation and improve by tying the index to IGIM and IGIM-aligned resources.