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