Archives & Records Management and File Tracking
|Finding that important document can be harder than finding a needle in a haystack...|
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 (RMS) 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.
Alliance PaperChase archive & records management helps records managers and
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
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,
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 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.
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
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.
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. Files can be received at (or returned from) a users' desk with a PC attached RFID reader. And Files can be picked, delivered, returned, boxed or put on shelves using a mobile RFID reader.
What are Records Management Retention Schedules ?See Records Management definitions for more information.
|"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"|