Archives & Records Management and File Tracking
| Finding
that important document can be harder than finding a needle in a
haystack... |
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Alliance PaperChase Records Management
is barcode driven archive and records management software for managing physical
paper records including file
tracking, storage, retention and retrieval of original documents, files and archive boxes, and with the PaperChase
Imaging option scanned documents may also be stored, retrieved and displayed on screen.
Using barcode or RFID technology, the Alliance PaperChase Records Management
(EDRMS) system is designed to identify and track
physical documents such as client or customer files, patient records, planning
applications, internal documents, forms, drawings,
working papers, incoming mail and archived material.
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Alliance PaperChase archive & records management helps records managers and
users:
- register files and documents as 'records' by printing and attaching a
barcode or RFID label
- store records in their appropriate classifications along with the
prescribed metadata
- search for and retrieve records when required
- manage retention schedules
- destroy records according to prescribed schedules
- put holds on records so they don’t get destroyed while the company
goes through an audit or investigation
- track the access of the record over its active and in-active life cycle
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Each document (or folder of documents) is given a unique barcode label to identify it,
and may be grouped together with other documents to form projects or cases. An item may then be registered at a location simply
by scanning its barcode identification label. RFID (Radio Frequency
Identification) smart labels
may be used instead of barcode labels.
Original documents or files are assigned to a location which could be a
filing cabinet, shelf,
office, person, third-party warehouse, client site, etc., so that it may be found
and retrieved quickly and easily. Individual records, files, or boxes may be
barcoded.
A full movement history of each item is retained so that all movements can be
seen from the creation date onwards, providing a full audit trail for every
item.
Typically all employees could have a view-only version of PaperChase
(allowing enquiries and File ordering) whilst Records Management department
users would have a full version (allowing File creation, movement, boxing,
archiving etc.).
A user may request files or documents to be retrieved (from on-site or third-party storage)
and delivered to the user's
location. With the PaperChase Imaging option scanned images of
documents may be displayed on screen.
Alliance PaperChase is scaleable from small departmental records management
systems (say 10 to 20 users) to enterprise-wide systems with 15,000 or more users.
PaperChase provides storage, archiving, security permissions,
records management and file tracking functionality and mrecord
retention schedules.
PaperChase records management allows the records manager to get a better grip on
the increased volumes of all kinds of records.
Alliance PaperChase screenshot showing the list of documents
registered to a case or project.
PaperChase screenshots
PaperChase can help both large and small organisations take advantage of
the speed and accuracy of bar code or RFID data collection.
A few uses of PaperChase include:
File (or Folder) Tracking
Document Tracking
Evidence Tracking
Patient Records
Asset Tracking
Compliance
We can upgrade from other Records Management
systems to Alliance PaperChase, or we can import any 'ad-hoc'
data you may have.
PaperChase for records management
and file tracking.
For File Retrieval, Storage, Archival, Records Retention, Compliance and Destruction you need
Alliance PaperChase EDRMS records management software. Paperchase is suitable
for managing physical records, electronic records or hybrid records.
Alliance PaperChase leaflet
RFID Document File Tracking
Alliance PaperChase can use RFID 'smartlabels' to track Files, Boxes or
Documents. A smartlabel is printed with an RFID printer and affixed to a
File.
A File with an RFID smartlabel
attached.
An RFID label printer.
Files (or Boxes or Documents) can then be tracked as they go through doorways
using a RFID door reader.
Similarly Files in a zone (say a room or part of a room) can be checked with a
zone reader.
An RFID door or zone reader.
Files can be received at (or returned from) a users' desk with a PC attached
RFID reader.
A USB PC attached RFID reader.
And Files can be picked, delivered, returned, boxed or put on
shelves using a mobile RFID reader.
A mobile RFID reader.
Alliance PaperChase User Manual
What are Records
Management Retention Schedules ?
Do you need to store e-mails ? See here for
details of e-mail archiving.
Request
more information here
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"PaperChase provides us
with an effective and efficient system for recording and monitoring the exact
whereabouts and physical movements of important boxes, files and documents,
thereby reducing our storage costs and retrieval times" |
Use PaperChase physical records management
software to check in, check out,
and request documents to be retrieved,
archive, store documents with retention dates, record location, barcoding records management systems, archival,
archivist, RFID or barcode file-tracking. Document-tracking and Filing with PaperChase barcode records management
software, or rfid file tracking, file
storage, file retention & retrieval. File plan, "life cycle of records", managing
paper files and destruction schedules. Barcoding records for archive
conservator. Barcode the record (document, file or object) and where the record
resides i.e. box, carton, shelf, or room.
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