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
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 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
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