Archive Tracking System and Audit Trail
The day-to-day management of over 30 million individual records is no mean feat, and one which demands a robust, reliable and totally impenetrable inventory/stock management system. For this reason, Recordsmanagement utilise a specialist, bespoke SQL database (‘Storage Manager’) to track and manage our customers’ paper and electronic records. This tailored solution was written in partnership with our clients, and has been designed to meet their specific requirements. 1. Fully Barcoded 2. Fully Automated 3. Customer Extranet Providing 24/7 Access to Your Data 4. Full, Comprehensive Audit Trail – We Don’t Lose Your Files 5. Reports
1. Fully Barcoded
Every item that we physically handle is barcoded – each box uplifted is either barcoded by the customer, or by our own staff, and files are barcoded as and when they are catalogued or retrieved from storage. This ensures that each and every storage item has a unique reference by which it can be tracked throughout its retention period. Back to Top
2. Fully Automated
All of Recordsmanagement’s work processes are driven by the Storage Manager database, and completed either through this application, or via PDAs, which are used by our warehouse staff to locate items within the storage locations, and by our drivers in the course of their deliveries/collections. When a driver collects or delivers a box or file from/to a customer, they use their PDA to scan the barcode affixed to the item to confirm receipt/delivery, and the client signs the screen of the PDA to acknowledge correct completion of the order. On return to Recordsmanagement, the PDA’s data is uploaded to the main server, and from this point forward, the details of the items collected/delivered can be viewed at any time either by Recordsmanagement’s staff, or by the customer via our web requesting interface. Back to Top
3. Customer Extranet Providing 24/7 Access to Your Data
This extranet allows customers to securely request services (including retrievals, uplifts and collections) online, and has been designed specifically with the security of transactions in mind. The website deliberately utilises the HTTPS (Hypertext Transfer Protocol Secure) protocol, which allows Recordsmanagement’s customers to authenticate and work securely, eliminating the fear of compromised data. The use of Recordsmanagement’s specialist web requesting interface means that a client can use our database as their own – hence negating the need for them to maintain their own internal spreadsheets/databases (and the associated cost of this data management). To facilitate this, we offer a data import service to all customers to allow the creation of a single repository for their box contents listings and electronic records. Back to Top
4. Full, Comprehensive Audit Trail – We Don’t Lose Your Files
The Storage Manager database maintains a complete audit trail of the movement of every single item barcoded, from the date that it is entered into storage (or the date that it is retrieved/catalogued in the case of a file), to the date it is destroyed. Every movement of every item is meticulously tracked – with 30 million records to manage, we cannot afford to ‘lose’ a customer’s valuable file. Back to Top
5. Reports
Due to the bespoke nature of the Storage Manager inventory system, Recordsmanagement is able to supply numerous reports for our customers, a service which we provide free of charge. One of the most ‘popular’ reports is the time expired notice, which informs the customer of those boxes/files which are now due for destruction. This essential service helps our customers to ensure compliance with regulatory requirements, in addition to rationalising the quantity of items in storage, and therefore reducing ongoing records’ management costs. Back to Top
5. Reports
Due to the bespoke nature of the Storage Manager inventory system, FileStore is able to supply numerous reports for our customers, a service which we provide free of charge. One of the most ‘popular’ reports is the time expired notice, which informs the customer of those boxes/files which are now due for destruction. This essential service helps our customers to ensure compliance with regulatory requirements, in addition to rationalising the quantity of items in storage, and therefore reducing ongoing records’ management costs. Back to Top