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DOCUMENT SCANNING

ONLINE DOC MGT

DIGITAL PENS

BARCODE FILE TRACKING

COMPLIANT EDRM

AGENDA MANAGEMENT

FILING CAPACITY

RECORDS MANAGEMENT

DOCUMENT STORAGE

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From Information to Innovation

Tel: 00 44 (0) 1225 311993 • Email: info@mintsolutions.co.uk

Postal: 4 Edgar Buildings, George Street, Bath, BA1 2EE

 barcode file tracking software

 barcode file tracking software

 

We can help if you need a system for physical record tracking, box and file management. This can include barcode tracking or the latest Radio Frequency Identification (RFID) Technology.

Capabilities could include:

  • Profiling and status management features to ensure that newly created paper files are registered so existence is known
  • Metadata flexibility for classifying paper documents or files by multiple references to improve profiling and retrieval
  • Security access controls and functional permissions for protecting data about and withdrawal from filing of confidential / sensitive documents and protecting files from unauthorised access, (whether deliberate or accidental), which could affectthus preventing adverse impact on their confidentiality or integrity
  • Intuitive functionality to facilitate the ability to quickly and easily book files out from an onsite store, potentially based on barcode or RFID approaches
  • Configuration of allowable borrowing periods
  • Ability to place reserve requests on already checked out files
  • Email notification of advance record requests
  • Generation of pick lists and request processing
  • Functionality for tracking the movement and location of files once taken out, potentially based on barcode or RFID approaches
  • Functionality for monitoring files overdue for return
  • Functionality for registering and tracing files / boxes that have been taken to an offsite archive store
  • Ability to create parent/child relationships (files in a box)
  • Search across all corporate records for anything to do with a case, person, place, supplier or other subject, locating documents / files quickly at the point and time of need
  • Review statistics and audit trail data relating to file usage, maintaining a full transaction history on every event for every file
  • Being automatically notified of the creation of new files of interest or relevance
  • Use of a corporate file plan to ensure that records are grouped in a logical structure to enable implementation of authorised archiving arrangements
  • Use of a corporate file plan to support the capability to better meet Freedom of Information (FOI), Data Protection Act (DPA) and Environmental Information Regulations (EIR) requests
  • Use of a corporate file plan to ensure that paper records are kept for suitable lengths of time based upon law, business need or litigation risk and those records are grouped in a logical structure to enable implementation of authorised disposal arrangements
  • Ensuring that there is a robust, auditable process for paper record disposal
  • Creation of configurable reports to help you manage your file system

configuration of allowable borrowing periods

Value of a File Management Database

  • Retention and disposal of physical records can be managed
  • Can configured precisely to your business rules (such as retention)
  • Provides review workflows for approval of disposal
  • Maintains a comprehensive audit trail of file usage
  • Manages files and records that are archived and not archived
  • Can be used to register files from the time of creation (rather than just the point of archive) and manage the whole lifecycle
  • Will be consistent, irrespective of actual archive storage contractor
  • Will be available following cessation of any contract with an archive storage contractor
  • Can be used to track and monitor file movement within your offices, record stores, client sites and other locations
  • Can provide management information on file holdings and utilisation

Do you want web hosted document management?