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Special Report
Merging Records of Merged Companies

Special Reports:

• Information Assets Management

• Records Management Systems

• Backbone of a Successful System

• Classification Technology

• Desktop Productivity

• DNA of Knowledge Management

• Enterprise-wide Solutions

• Retention Scheduling

• Merging Records

• Planning a KM Program

Information Assets Management  Series

• Overview
• About IAM
• Industry Standards
• Manager's Perspective

By Lowrie McIntosh

Mergers and acquisitions obligate companies to face the complex issues of integrating paper and electronic records of the merged entities. For a successful merger, it requires document preparation, tracking, classifying, scanning. The good news is that there is a way to make the transition of merging records an easy, speedy one. The key is utilization of the Uniform Subject Classification System (USCS).

Imagine merging records automatically by subject. This is the capability of Infologics' patented USCS, albeit a difficult concept for many to grasp. It was developed to translate differences in languages, the use of acronyms, vernaculars, slang, and numerical references into a uniform set of terms. The technology produces uniformity throughout the companies because classification by subject doesn't rely on individual judgment.

By using subject classification, USCS makes it possible for any individual throughout the world to instantly find the same document. The system applies a software solution that can bridge almost any known differences in individual perceptions and language. It brings a common terminology that makes a faster, more complete system.

Multi-nationalism is a fact of life in corporate America today. Even small and medium-sized companies have either partnered with foreign firms or have opened their own offices throughout the world. Malaysian, Indian, Chinese, Russian, and German represent some of the most common languages whose terms must be translated into business English. And, although English is the prominent business and computer language of the world, it is notoriously subject to personal interpretations that can vary as widely as the number of persons involved.

The use of USCS technology reduces the merging of documents with different naming conventions but pertaining to the same subject to a matter of days, rather than permitting years of costly confusion.

For legal and tax purposes, this solution can mean many millions of dollars in savings over any other approach. Routine business operations can continue without total dependence upon individual interpretations (that can be either overlooked or totally wrong).

Subject classification establishes the value of the records. For this reason, retention management is made possible. And, records management should be the foundation underlying document management. In essence, the functionality and capability of the USCS cannot be compared.