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| Industry News: Are records created when agencies use web 2.0/social media platforms? by DAVID S. FERRIERO, Archivist of the United States |
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The principles for analyzing, scheduling, and managing records are based on content and are independent of the medium; where and how an agency creates, uses, or stores information does not affect how agencies identify Federal records. When using web 2.0/social media platforms, the following non-exhaustive list of questions may help determine record status:
- Is the information unique and not available anywhere else?
- Does it contain evidence of an agency's policies, business, mission, etc.?
- Is this tool being used in relation to the agency's work?
- Is use of the tool authorized by the agency?
- Is there a business need for the information?
If the answers to any of the above questions are yes, then the content is likely to be a Federal record.
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| New Enhancements: OptiView Sneak Peek |
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The development team at API is very excited about the latest updates they've been working on for you. So excited in fact, they wanted to give you a sneak peek of some of the items that you will soon be using.
| Coming soon to an update near you: |
>click image to zoom |
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» Mass export by selecting multiple indexes
» PDF export from OptiView
» Multi email import from Outlook
» Enabling access via cloud deployment
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| Did You Know? The Cost of Managing Paper: A Great Incentive to Go Paperless by K.J. McCorry |
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Implementing paper-reduction measures could save your company more money than you might think. Even in this electronic age, much of corporate memory still exists on paper. Through simple paper-reduction methods, an office could reduce paper costs by 20-25%. For example, by implementing paperless investment statements, Citigroup saved millions on paper costs over the course of a few years. American Century estimated that paper costs associated with its customers were cut approximately 90% when the company converted to online statements. As each of these companies learned, more than just the paper itself contributed to the cost of document management.
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Did you know that API offers a Records Management module for both Windows and iSeries servers?
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| Tips for OptiView by Ian Schwartz, Customer Support Supervisor, MCSE/MCITP |
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Have you ever had anyone mention that they can't view an image you emailed them from OptiView?
Not to bore you with technical stuff, but this is because many image viewers can't handle color images that use JPEG compression.
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Avoid this issue by selecting the "Change Compression of Color Images from JPEG to LZW". LZW compression allows your images to be opened and viewable in any image viewer.
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| You Asked for It! API is on Facebook |
 Do you find yourself asking whether or not API has a Facebook account? Well, ask no longer because the answer would be a resounding YES. Now you can check us out on Facebook and become our friend, post your comments, see where we will be and tell your friends about us. As a special treat, be one of the first to check out our employee albums. See the out-takes and quirky side of API. |
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See More API on Facebook  |
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Since you're already using OptiView , you know that going paperless actually saves you money. That's why it's a no brainer to make your bills paperless too.
What you will need:
- your public facing portal
- an online bill presentation solution
- a charity of your choice
Directions:
1. Offer paperless billing to your customers or residents
2. Allow them to view their bills online - displayed in the same graphical format as the paper bills
3. Permit customers to submit payment online
4. Incentivize your customers to opt-in for paperless billing by donating a percentage of your organization's savings to a charity such as the Nature Conservancy. (www.nature.org)
Voila! Enjoy the cost savings of being paperless!
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Comments?
Let us know so we can get them answered for you.
Use the link below to send your comments!
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If these links do not open your email program, then use the "View as web page" to open the directory links.
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