PaperChase Records Management Software| Document Tracking

Records Management and File Tracking

Finding that important document can be harder than finding a needle in a haystack...

Retrieve that document with Alliance PaperChase records management

Alliance PaperChase Records Management is barcode driven records management software for 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 any item such as client or customer files, patient records, planning applications, internal documents, forms, drawings, working papers, incoming mail and archived material.

Alliance PaperChase 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

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.
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 3rd 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 industrial strength repositories, archiving, security permissions, records management and file tracking functionality and management using record 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
Hospital Patient Records
Asset Tracking
Compliance

We can upgrade from other Records Management systems including CAIRS to Alliance PaperChase.

For File Retrieval, 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

Alliance PaperChase User Manual

See Records Management definitions for more information.

Do you need to store e-mails ? See here for details of e-mail archiving.

What are Records Management Retention Schedules ?

"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"

Request more information here

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