OI-Tech Document Management System Service Today with the Solutions for Tomorrow

Transcription

1 OI-Tech Document Management System Service Today with the Solutions for Tomorrow

2 OI Tech Document Management Bar Code and Radio Frequency (RFID) Our Document Management software and tracking technologies enhance records management efficiencies, reduce operating costs, prevent and find misplaced files, control file locations, and automate archiving & retention schedules. We optimizes staff's ability to access required files right when they need them, resulting in increased productivity and improved internal/external customer service. We provide Records Managers with a powerful tool to track the chain-of-custody of files from origination through final disposition, validating policies and procedures while locking-down accountability. The software application is fully integrated with RFID (Radio Frequency) and bar code technologies to streamline records management tasks and passively control the movements of files, binders, computer media, physical assets, people or other items. 2

3 Label Printing / File Origination Effective records management starts with file folder origination, including indexing of new file folder records according to the record's unique identifier, and with descriptive text fields. Optimized records management is achieved with color-coding of records based on the primary index, with optional color coding of secondary indexes (year, department, record type, etc.). Color-coding enables fast file and retrieval processes, while minimizing and identifying misfiles. We provide customized label designs (side view and/or top view) based on each customer's exacting requirements. 3

4 Bar Code Technology Each file folder record will include a bar code keyed to the record's unique identifier. Destinations can be selected from a drop-down list, or can be scanned on bar code 'destination sheets', which rapidly transfers records to destinations or the file room. Each bar code scan updates to the database and chain-of-custody logs for each record. Primary benefits of bar coding include: Represent all people and places (locations) as bar codes and print-out on 8.5 x 11 sheets (as shown on next page); To check records In or Out of the file room, scan the bar code on the folder, and then scan the location to which the folder is being transferred (file room, basement, John Doe, Susan Jones, etc.). The location of each scanned folder will update the folder's location in the database based on the destination bar code that was read, and will also update audit trails for each record (showing the transfers that occur over time); Scan bar code on archive boxes and scan bar codes on folders going into each archive box, and the location of the folder will be changed to the location of the archive box (Iron Mountain, Basement, Shelf 123, etc.). Searching the Record database will show what Box a Record is in; searching the Box database will show all Records within a Box; Portable bar code readers can be used to periodically inventory All Files or All Files In Circulation, to keep the locations of records shown in the database current and correct; Shelves and file drawers can be bar coded, and each shelf or drawer is a unique location within the database, enabling exact locations of file folders within a filing system to be uploaded to the database by scanning the folder bar code and then the shelf or drawer bar code. 4

5 Bar Code Location Sheet for Folder Transfers Each destination (person or location) that a file can be located or to which a record can be transferred, is represented by a bar code and is printed on letter-size sheets of paper. These can be placed in proximity to computer workstations where files are checked In and Out and/or can be carried with the portable reader and used when performing files-in-circulation inventories. Just scan a bar code location and then scan folder(s) going to that location, and the database and audit trails are updated. 5

6 Bar Coding vs. RFID Bar codes read one at a time, line of sight, from close distance; RFID reads many at a time, without visibility, from extended distances. Using RFID at a Records Management Computer Workstation As shown below, the RFID controller has In and Out openings with infrared beams that when broken by hand or folder(s) turns-on an antenna (that can be overhead or can be on or under the work surface), and groups of files on the work surface can be checked-in or Checked-Out in batches. The light stack validates that RFID is reading and that files have been read. This work station also shows a USB bar code reader, a portable RFID/Bar Code reader and a color ink jet RFID label printer, typical components of a RFID computer workstation. 6

7 The In / Out Controller enables staff to rapidly check records In or Out, simply by breaking the infrared beam that is within the In or Out opening. Breaking the 'Out' beam indicates that files are being checked-out, and breaking the 'In' beam checks records into the file room. When records or boxes of records are being transferred, using bar coding and/or RFID, the person taking possession of the files can be validated by electronic signature. The electronic signature saves to the chain-of-custody audit log, which can be printed as-needed and shows all transfers of the file over time. Whereas this can be an important benefit internally, electronic signatures can be particularly beneficial in 'proving' what files / boxes have been transferred-to or returned-by archive box storage vendors. 7

8 RFID Radio Frequency Identification & Records Management The preferred implementation of RFID Document Management is placement of RFID antennas around file room doorway(s) for In / Out tracking and a portable RFID reader to perform periodic inventories of files-in circulation and for FINDING missing files: RFID Antennas at file room doorway(s) to passively track files and people going In and Out, with automatic database updates and incrementing of chain-of-custody logs; Portable/Handheld RFID scanners to scan records in circulation (to keep the locations current and accurate in the database, as files move around after being checked-out), and to FIND missing files. PASSIVELY Tracking Records into File Room or to People/Destinations Records moving In or Out of file rooms can be tracked passively and/or semi-passively. For passive tracking, motion sensors and RFID antennas are placed around doorway(s). Based on the sequence of passing through motion sensors, the direction that files were traveling is captured, along with the time and date the files moved. If staff have RFID name badges (or existing name badges or badge holders with RFID labels affixed), then the person that removed or returned the items is also 'read' by the RFID antennas. The RFID antennas are connected to a networkconnected RFID reader that automatically updates the database real-time. The exact destination of folders being checked-out can be associated with files leaving the file room, as described below, providing the most comprehensive and passive approach to RFID records management available today. 8

9 Following are options for passively tracking files to destinations, as files travel out of the file room doorway: Requests: Primarily used when an organization has file room staff that pull records, the software includes an easy-to-use 'casual user interface' (browser-based and only 2 screens required by casual users) that enables records to be requested prior to retrieval, and the records can be pulled by any person, but will be transferred to the location of the Requestor when leaving the file room. Each Request triggers an that is automatically sent to the staff responsible for pulling records, and each Request is also placed in a 'Request Queue' that can be printed in row format (in file sequence) and/or as individual transmittal sheets for each record. Once the record(s) are pulled and are taken out of the file room, the doorway sensors identify directionality: if the records are going OUT, they are TRANSFERRED to the Requestor; if the records are going IN, they are automatically transferred to the File Room location. Random Pulls: If staff pull their own records, RFID tags can be placed on existing name badges/badge holders, or RFID name badges can be issued, that will track via RFID every time a person enters or leaves the file room, tracking the records that they retrieve or return (with automatic database updates). Finding Files and Performing File Inventories When records are checked-out of the filing system, the database is updated with the current location of the records, based on the check-out procedures described above. However, over time, records often move from person-to-person or place-to-place, which cause the location shown in the database to be outdated and incorrect. As such, when staff queries the database to determine the location of a record, the location in the database shown for the record will be wrong (will show a prior, not current, location) and will cause delays in finding the needed file(s). To keep the database accurate with correct file locations, portable RFID readers include a drop-down list of people and places, and are used to periodically inventory all records in circulation. This keeps the database 'fresh' with the most-current file locations. As a fail-safe, if a file(s) cannot be found, one or more file #'s can be entered to the portable reader, and the reader pointed around office areas/offices, and will BEEP when in proximity of the file and then will guide the User directly to the needed file through audio and visual cues. The portable reader's range is up to 20', but generally up to 10' ensures optimal RFID 'read' performance. 9

10 Decentralized Filing Systems and 'Point-of-Destination' Tracking (Semi-Passive Tracking) The preferred use of RFID is to track-to and control many locations by controlling transfers at the point of leaving or entering a file room, with RFID antennas around file room doorway(s), as described above. However, if files are decentralized, or if staff pull files and don't have RFID name badges and/or if tracking In / Out is not performed by records management staff, then files can be tracked upon reaching an office/desktop. 'Destination Tracking' is accomplished by using USB or Network-connected RFID reader/antennas, typically placed on or under work surfaces or in proximity of the doorway. USB or Network-connected readers be used by staff to check records to themselves upon receipt, or by file room staff upon delivery. Files within proximity of the RFID reader will automatically update the database to the location associated with the person/location and as the reader/location is defined in the database. Distributed Read-Zones throughout a Facility Network connected reader/antennas can be installed as single (stand-alone) devices, or can have a second antenna attached for a two-sided read-zone. Single or Double antenna read-zones can be placed at any 'choke-point' or doorway within a facility to identify the location that files are located (based on last point read ) within the facility. Whereas a file room RFID-equipped doorway and/or a portable RFID reader will control many/all locations, in some records management environments it is a benefit to install RFID read-zones at strategic choke-points, to guide staff to specific areas of a facility where files are located. RFID fixed readers and antennas can also be strategically positioned to 'read all files at a location, with automatic, periodic location updates to the database based on all files read at each location. Labeling of Folders RFID technology brings dramatic enhancements to records management, and to maximize benefits, VISUAL file indexing through color-coding should be incorporated as part of the new RFID labels. We innovative 'All in One' RFID File Folder label includes primary index color-coding, as well as primary and secondary indexes represented as color, bar code and/or text fields. Color-coding makes filing and retrieval faster, helps eliminate misfiled records and makes it easier to 'find' files around the office (staff would look for colors versus having to read each file). Pricing for the two style labels shown below are nominally the same, while color-coding provides dramatic benefits over filing systems without color-coding. Folders can be labeled 'day forward' as they are originated and/or go into circulation, minimizing upfront investment in labels and labor. As long as policies are in place and followed, this works well. 10

11 Alternatively, labels can be printed for any or all existing 'active' files and converted in-mass. We provide label printing services and can provide a Project Manager and/or a team to oversee and/or apply labels to existing folders. We work with each Customer to help determine the best option(s) for their project! Example RFID File Folder Labels 11

12 Example Side-View and Top-View RFID Filing Systems 12

13 Software Primary Functions The Document Management software is scalable to unlimited Users, and enables many functions: Easy-to-use record input screens (with customer defined fields) that enable new records to be entered Import capabilities for auto-database population using host database or spreadsheet files Ability to print black-and-white or color-coded file folder/media labels RFID inlays available with sheeted labels of multiple sizes that print on standard ink jet printers Complete 'casual User interface' via Browser to Request or Transfer records from Users computers File tracking screen that automates file check-in/out and record status updates notifications to file room staff of file requests, and population of 'file request pull lists' Ability to print bar coded archive box labels 'Overdue' file/media notifications 'Returned file' notifications to Requestor waiting on file/media Complete chain-of-custody tracking of file histories (audit trails) Life-cycle status control (active, inactive, destroyed) and automatic archive and destruction queuing Easy archiving of purged records to archive boxes using box and folder bar code labels Unlimited workflow queues (record 'placeholders') Reporting sub-system that executes SQL-queries and renders.csv or.html report data Fully supports the use of both bar code and RFID technologies Enables electronic signatures to validate file and box receipt/transfers Generates electronic forms to streamline workflow Provides optional document scanning/digitization capability Enables documents/content from computer to be saved to database for electronic records Available hosted with Production & Back-up Servers and Nightly Back-up to external media Available installed on in-house Server(s) And much more... 13

14 Software Screen Shots & Descriptions Browser-Based Record Requesting/Transfers (for Casual Users) Only two screens required, enabling Record Requests (routing to file room and queuing for requests) or Transfer Records to themselves upon receipt/pull or to another person if handing-off the Record. One or more 'key fields' can be configured for this screen to 'Search' the database for record(s). 14

15 This screen enables casual Users to Request records or Transfer records to another person, and is configurable according to customer preferences, including: Who is Requesting the Record Who is the Record going-to Do you want to notify (via ) anyone else of the Request What is the time frame/urgency of the Request What is the Reason for the Request Note field 15

16 Overdue Record and Returned Records Notifications File Requests can automatically trigger an to designated file room staff. If records are 'out' for longer than business rules allow, similar overdue for return notifications can be automatically sent to staff members that have records overdue for return to the file room. If someone is waiting on a record that is returned to the file room, an can automatically be routed to person(s) waiting on the record. 16

17 Data Input Screen (fields customized to each customer's terminology / indexes): Fields are defined along left of window and 'masks' of how the data is to be entered are along the right of the window, to ensure appropriate data is entered for each new record and to help eliminate data entry errors. Data entered can be added to database with or without printing a label, or the data can be moved to the Spreadsheet (see below) for batch processing. Database rules prevent duplicate record entry, maintaining database integrity. All data and Note text are fully searchable. 17

18 Spreadsheet/Data Import Screen Data can be entered by keyboard or can be imported from host database applications or spreadsheets. The 'Open File' button can 1) take the User to the root directory, enabling navigation to the desired data for import, or 2) a path to a specific folder can be set as a default, allowing one-click entry of host data. Auto-polling is also configurable, to automatically import new data at defined time intervals (every 10 seconds, minute, hour, etc.) or at defined time periods (5:00AM, etc.). 18

19 Label Printing Label and electronic form printing are supported by the software. Optimal records management should blend the advantages of technology and sound labeling/ indexing, with color-coding an essential element. Labels are custom designed matching existing filing system schema(s), or according to whatever layout desired and most efficient. Labels typically include: Primary index is color-coded based on numeric and/or alpha characters Secondary indexes can be color-coded (year of origination, file type, geographic region, etc.) Primary and secondary fields are printed as text (for easy cross-reference) Bar code is printed based on unique identifier, or sequentially assigned by the software's Underside of label includes RFID inlay/computer chip 19

20 Search Screen The Search screen includes the ability to Search on any field or meta-data field, including dates or date ranges. Text within the Notes field can also be searched. The rows returning/displaying from a Search include columnar headings that show data and meta-data fields; these headings are configurable. Individual rows, specific rows or a series of contiguous rows can be highlighted, and a right mouse click displays the most common actions, any of which can be executed. 20

21 Record Detail View Double-clicking on any Record from the Search-Results view displays a Record Detail view including data and meta-data elements. A visual display of the Record label is shown, for quick, visual crossreference/ validation. The same functions available from right-click on a row from the Search results view, are available as buttons along the left of the window. As well, there are buttons to launch a view of the history of the Record (Audit Trail), as well as the ability to launch document scanning or attaching of documents for electronic records. 21

22 Tracking/Status/RFID Screen: The Tracking screen is the primary 'workflow' screen within the software. Record Locations and Status can be changed individually, or batched by selecting defaults for all Records being processed, using drop-down lists, bar code reads and/or single/multiple RFID reads. As well, bar code labels for archive boxes can be printed (or labels provided by the box storage vendor can be used) to transfer Records to archive boxes. Electronic signatures can be captured to validate Record transfers/receipt (esignatures are saved to Audit Trail log). The Tracking Screen also imports portable RFID reads (such as the current location of all files after performing an inventory of records-in-circulation), and exports the most current 'locations' and 'records/key fields' to the portable reader...to keep the database and the portable device synced. 22

23 Retention Scheduling Managing Archive and Destruction Dates Multiple methods are built-into the software to track archive and / or destruction dates based on approved retention schedule guidelines, facilitating compliance and sound records management principles. Archive and destruction dates can be assigned at point of record creation, over the life of records as status changes or programmatically based on business rules. 23

24 Archiving Records & Archive Box Management The software includes a complete box management system, enabling bar code scanners or software screens to transfer records into boxes, using vendor provided archive box labels or labels printed by our software. Database 'box' searches will display all 'records in-a-box' and will show the location of the box. Database 'record' searches will show the box that the record is-in, and the location of the record (based on the location of the box). Electronic signatures can be captured when giving custody of boxes to storage vendors. Complete functionality also exists to manage boxes when records are stored by an organization in its own record storage system. Box/Folder/Document request and tracking functions are included. Complete floor plan diagrams display showing available and recommended locations for placement of boxes. 24

25 Chain-of-Custody / Audit Logs The Audit Trail log maintains a complete history of every event related to every record, including database record views/updates, location transfers, status change, etc. The Audit Trail can be filtered, so that only the history required will display, and other history is ignored...such as only viewing Record Status changes or just Location transfers. Any Audit Trail view can be printed. 25

26 Report Generation OI- Tracking includes an integrated reporting sub-system that executes SQL queries, and accommodates complex, multi-table linking. Reports can be displayed as.csv,.html,.xls or in formal report format. 26

27 Server / Deployment OI-Tracking is available hosted in a 'world class', highly secure data center, including Production Server and Back-up Server, as well as nightly back-up to external media for Disaster Recovery. The software is available to any Internet-connected computer using any standard browser. Alternatively, the software can be installed on local Server(s) {behind firewalls} and accessed by any network-connected computer. OI-Tracking is cross-platform with support for many operating systems and databases, with the following recommended Server, Networking and Workstation specifications: Server Requirements: RAM 4GB+ Processor 1 dual core or quad core Hard Drive 2 x 500GB for RAID1 Java 6.0 JDK (1.6) Networking Requirements: Static IP Address Compatible with Network Network Mask Network Gateway IP Address Domain Name Server IP Addresses Domain Name (optional) DNS Entry Positioning to Server, unless HOSTS files will be updated per workstation, or use IP Address for Server Name Workstation Requirements: RAM 2GB+ Recent version of Java 27

28 Software Application Overview Our Records Management Software is an enterprise class, cost-effective SQL database 'Item Tracking' and 'Electronic Records' system that enables Customers to control the location, status and lifecycle of file folder records or other physical items. A single database instance can include many data views for different item types, such as multiple record types, assets, weapons, evidence or other items. The software supports bar coding, UHF RFID and Active RFID for best-of-breed tracking solutions. The software includes a browser-based, Search, Request & Transfer' module for casual Users and a complete Application Interface for advanced Users. Whereas C & A software excels at folder/item tracking, the software includes electronic records capabilities, including electronic forms, scanning of documents and attaching of content (Office documents, PDF's, video, photos, etc.). The software is fully customized around each project's use-case requirements and prevailing terminology, making the software easy to learn and easy to use. 28

29 Deployment Hosted with Production & Backup Servers and Nightly backup to external media Installed on In-house Server behind Customer firewall Database & Server Structure Scalable to unlimited #'s of Sites, Records and Users Includes unlimited Data and Meta-Data elements Fields can be drop-down lists, a checkbox, a calendar pop-up or entered by bar code or RFID Enables 'Parent' / 'Child' input from a single data entry/import screen linked by common identifier Search Results aggregate (view contiguously) showing Parent and all Children No 3rd party licensing fees required for Server software (available using all open-source tools) Cross platform, supporting multiple operating systems and databases Thin client, including electronic records module, without requiring software on workstations Database Population and Adding Records Single-Entry screen customized to Customer fields & terminology Multi-Entry spreadsheet screen customized to Customer fields & terminology Open-File utility that enables import of host database and spreadsheet files Auto-Import utility that defaults to data source and auto-imports without User navigation Ability to parse fields and data structure from virtually any source file Label / Tag Printing Fully Integrated bar code and/or RFID label printing at time of Record Origination Ability to Search and Print labels on-demand and/or place in Print Queue for batch printing Standard and Customized Label Designs to any requirements, including: o Text fields o Primary index color-coding and secondary classification color-coding o Bar code and RFID o Graphics, pictures and Logos Fully supports essentially any model of desktop printers, scanners or multi-purpose units Ability to print labels for folders, boxes, documents, shelves, assets, people or other items Ability to print multiple labels and/or label formats for a single record Exclusive provider of File Label + RFID sheet-style labels that can include color-coding, text, bar code & RFID; available in multiple sheet and label sizes Electronic Form Printing Ability to configure electronic forms for essentially any design Auto-populates forms with host data and/or enables ad-hoc data entry Saves all data to database and enables display of populated form(s) at any time Ability to 'group' forms based on 'type of transaction' and batch print from single data source Ability to cross-validate forms to ensure consistency of data elements Ability to print forms that include a combination of label(s), different label formats and text Ability to launch secondary form(s) and auto-populate from existing form(s) Assigns transaction # to each form and can render bar code for tracking and document scanning Blank paper can include RFID inlay for document-based tracking solutions 29

30 Record/Item Requests Browser-based Request Screen for rapid entry of key identifier and one-click Requests Full database Search that enables Single or Batch Record Requests Right-click on Search Results record and select Request option Double-click on Search Results record for data / meta-data display and select Request option Ability to designate: o Requestor o Destination / Person to which Record is to be delivered o Designation of other Persons to be notified of the Request o Designation of Request Priority (Low, Standard, Urgent, etc.) o Free text note field Defines 'timeframe' Record is approved for being 'Out' Automated Request notifications to designated File Room (File-Pull) staff Automated Queuing of Request to Master Pull List Automatic deletion of Records in Request Queue upon transfer (Check-Out) Automated notification to Requestor / Destination upon transfer (Check-Out) Automated notifications of any Records not returned to repository within 'x' timeframe Automated Check-Out to Requestor without User using software screens Ability to print global Record pull-lists and/or individual Record Transmittal Forms Ability to sort Request queue based on filing system methodology (alpha, numeric, etc.) Record/Item Tracking Record tracking functions include any or all of the following, with optional drop-down lists: o Record # o Bar Code or RFID # assigned to the Record o Destination of Record o Status of Record (Active, Inactive, Archived, Destroyed) o 'Reason' the Record is being transferred (to enforce compliance) Record transfers are automatically logged to Requestor/Destination without User effort Tracking screen enables data entry or bar code/rfid scanning to transfer a single record Tracking screen enables batches of Records to be transferred using RFID (radio waves) Entering or scanning Record ID # 'echoes back' and displays text field descriptions of Record(s) Also can Search for Record(s) and right-click to select Destination from drop-down list Also can Search for Record(s) and double-click to select Destination to unlock and transfer Supports electronic signature pads to validate transfers and updates chain-of-custody logs 30

31 Archival (Box) Tracking Software discreetly manages (has database objects for) both Records and Boxes of Records Box #'s can be entered manually or scanned via bar code for transfer of Records to the Box Database establishes parent/child relationship and transfers children when parent is transferred Database Box Search displays Box Identifiers and shows all items/records assigned to the Box Database Record Search displays Record Identifiers and shows the Box the Record is in Software Request feature can be used to Request Records or Boxes from external location Retention Management of Records & Boxes is automatically managed based on business rules (inactive-to archive-to destruction retention management) Manages retention of items within box based on parameters, such as migrate status of box based on longest retention value of any item within the box Establishes locations where boxes or items can be placed, and displays floor plan drawing of storage system, used capacity, available capacity and cursor-over pop-up of storage units/shelves Supports portable bar code Reader for remote placement in box and upload to database Bar Coding Supports multiple symbologies ('3 of 9', 128, etc.) Bar codes can be placed on items, at destinations, on containers, on shelves, etc. Software generates bar code 'Destinations' for keyless tracking of items USB bar code readers are used in conjunction with software screens to eliminate keystrokes/errors Low cost 'character based' portable devices available for tracking items Windows based portable devices available for more advanced functionality Track items going into boxes/containers for 'parent/child' tracking Track items or containers to a specific shelf, drawer or storage location Track items at point-of-destination Easily upgrades to RFID RFID Destination & Semi-Passive Tracking USB RFID Reader/Antenna emulates keyboard or auto-updates database USB Reader/Antennas are assigned a 'location' and items 'read' change item locations in database USB or Network Reader/Antenna establishes choke-point (last point read) Reader with up to 4 antennas enables choke-points for each antenna Desktop In/Out Controller tracks last-point-read and establishes directionality Ideal for item tracking when items are distributed in location versus centrally stored RFID Read-Zones for In / Out Tracking Passively Item and People (RFID ID cards or RFID tags on existing badges/holders) can be RFID-Identified Choke point can include Reader, up to 4 antennas, proximity sensors, alarms and video/camera Proximity sensors turn on antennas for 'n' seconds and establish directionality (rather than leaving antennas on all of the time and emitting undesirable radioactivity) Tracks people going in or Out along with any item(s) that are in their possession Enables database lookup of 'requestor' and auto-transfers item(s) to requestor RFID 'Read Zones' can be deployed throughout a facility for 'last-point-read' location tracking Alarms, light stacks and camera/video can be triggered based on parameter-driven rules 31

32 Portable RFID / Bar Code Scanners Supports Batch (ActiveSync), Bluetooth, Wi-Fi and Cellular connectivity Portable device supports 1D and 2D bar codes, and UHF and HF RFID Reader can scan up to 20' distance for rapid inventories and for finding 'missing' items Portable holds subset of database for cross-referencing RFID #'s to more common identifiers Portable includes drop-down list of destinations, enabling inventories & audits (for optimized item tracking, items in circulation should be inventoried approximately twice weekly) When reader syncs, scans update database, and database exports new locations & records One or more item #'s can be entered and reader acts like 'metal detector' to find items When missing item 'found' puts checkmark next to item and triggers audible and visual cues Bar code reads enable singulation, such as reading item and then location at which it is being placed, or, pulling items from a repository and placing into boxes/containers Active RFID Single database instance seamlessly captures UHF and Active 'reads' Approximate 30 50' indoor and 150' + (depends on antenna) outdoor read circumference Tags include logic that can trigger cameras, door locks and/or elevator controls Provides true 'real time location system' of all tagged items at all times Electronic Records Thin-client including scan function, without requiring software on workstation Enables Document Scanning from essentially any document scanning device, indexed by: o Record o Document Group o Document o Page Keyless indexing by attaching or scanning from Record data view Includes the ability to import Office, PDF, pictures, video and similar content Includes native Image Viewer and/or launches Browser to launch 3rd party viewers Retention Management & Record Status Control Software provides manual Lifecycle status changes using Tracking Screen or Search functionality Automated 'Time' or 'Status' triggers programmatically control Record & document life-cycles Tracks maintenance, inspection and related schedules related to physical items Record or Boxes due for Archiving or Destruction are automatically queued Authorization for Archiving or Destruction is tightly controlled via queues and notification Method of Destruction can be defined and detailed in queue and ed status notifications Workflow / Queuing Software enables unlimited Workflow Queues Records can be manually placed in Queues or programmatically based on business rules Queues can be displayed, sorted, and printed 32

33 Reporting Software includes native Reporting sub-system without dependence on 3rd party tools Renders Reports to.csv file for manipulation and disposition according to Customer preferences Renders Reports to HTML columnar form view and can be ed Enables unlimited Reports and multiple Report viewing and format capabilities Search Screen enables ad hoc Reporting based on data/meta-data fields and timeframes Cedar Ridge Drive Ashland, VA Toll Free: (800) Fax: (804) Visit us at: 33