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Alliance PaperChase

Records Management & 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 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. 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 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. 

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, file tracking and paper filing.
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.

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