Software allows for a precision like operation inside the office
with minimal lost files, misfiles in the filing system and possibly
no paper at all with an imaging system. Software can eliminate
the lost time searching for a checked out file, finding a file
that has been refiled on the wrong shelf and finding a document
that needs attached to a file and hasn't been updated.
Rating: Numerous studies show misfiles costing companies
$200 per misfile with 2% of files being misfiled inside the
company at any given time. Keep in mind that these numbers are
just examples, your percentage of misfiles and total misfiles
could be much higher than 2%. If your company finds more employees
searching for lost or misplaced files and recreating those lost
and misplaced files than you are very likely in need of a filing
software system to eliminate search time and misfiles and drastically
improve workplace productivity. The software will pay for itself
with a quick ROI (Return On Investment).
Tracking Software will save filing labor, file searching
time, prevent files from vanishing, keep items secure from unauthorized
eyes, automate file creation, allow for searching, requesting,
reserving checked out items, automated on demand label printing,
archiving from automated retention schedules, desk audits, take
inventory, map out shelf locations, set up trailing document
checklists, file destruction and many more features which all
help to reduce costs.
to control filing with File
file tracking system is designed to track the usage and availability
of all records. Our solution allows the advantage of barcode
or RFID technologies to identify each record as a unique object.
This also allows for the ability to index electronic documents
on an as needed basis with image indexing or to go paperless
and Barcode technologies are used for all records tracking,
and user-definable File Tracking Software Systems allow you
to manage the total life cycle of all records. File Tracking
Software Systems will also allow health care providers to comply
with the patient privacy provision of HIPAA.
should never not know where a record is after performing a search
for a record. If the record is located in its permanent location,
that record can then be requested from that location for delivery,
will-call or can be hot-picked from the location and checked
out by the records manager or checked out with a self check
touch screen module. If the record is currently checked out
to another contact, you can make a reservation for the record
or request an item transfer (The item transfer feature can only
be accessed by requestors with security clearance to do so.)
There is a complete item history logged for each record in the
system including check-ins, check-outs, transfers, etc.
Imaging Systems (or electronic document imaging)
is the process of producing digital images of records. Imaging
and microfilming both have specific valuable uses and require
some technical skill to use them effectively in records management
to control filing with Document Imaging:
document imaging, what many people simply call "scanning,"
can be an important records management technology. However,
imaging isn't the solution to all problems. If you're trying
to save space by scanning records and then destroying the originals,
scanning may be an inappropriate choice. On the other hand,
if you are trying to combine paper and electronic information
in one place and provide access to those records simultaneously
to a large number of people even at remote locations, then imaging
is the best solution.
Printing Software Systems replaces the manual process
of applying individual color labels with the application of
a single strip label. There are many advantages to color-coding
folders and now these software packages simplify the process
even further with control over your label.
to control filing with Label Printing Software:
the process of printing out color code labels complete with
bar codes and the essential information needed on all labels.
File Tracking Software can be configured to send a queue to
your printer to print the necessary on-demand labels for your
records whenever a new record is recorded in the software or
you can choose manually when to print the labels for your records.
The label printing process also increases productivity as barcodes
and the necessary information needed on each label are automatically
processed each time a new record is entered into the system
or whenever the label is requested to be printed.
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