Take the guessing out of Records Management

Transcription

1 Take the guessing out of Records Management

2 Filetrak Records Management Software Filetrak manages Files, Documents & Storage Boxes throughout the information lifecycle from date of creation through to permanent archive or destruction.

3 Filetrak Records Ma Keyword Classification System (optional) Filetrak s Keyword Classification System includes a thesaurus and is used to: Control the language used in the creation of broad Subject categories. Set a range of defaults on a per Subject-basis such as Archive and Retention dates, File Security, label templates, enquiry & reporting filters. Set relevant records handling procedures. Database Management Files, Documents, Storage Boxes. Filetrak will manage all records through the information lifecycle: Loose or Attached documents Files Files within Storage Boxes Enquiries Powerful search options: Provide a speedy response to queries enabling files, documents and storage boxes to be quickly identified, traced and located. Printable enquiries will produce hit-lists of related information. Available using a web browser. Read Only search module available. Reports Filetrak s reporting capabilities allow for the production of standardised reporting formats or customised reports, which can be exported to other software applications. Tracking Track records with the click of a mouse-button or select from three (3) versatile bar code tracking options. Look and Book A look and book module is available separately for centralised file rooms. Storage Box Management Whether Storage Boxes are self-managed, or managed through an Offsite Storage Company, Filetrak takes the guessing out of storage box contents. Reports will detail the Box Location, Contents and the Offsite Box Reference. Label Printing Print text and bar code labels automatically Print Colour Coded side-tab labels automatically. Bar Code Tracking Systems Filetrak interacts with three Bar Code Tracking Systems to automate records management processing functions: File Creation & Labelling

4 nagement Software. Features include: Tracking records between locations & users Packing files into storage boxes for archiving Attaching documents to files Conducting records audits Automate time-consuming records processing functions with a choice of bar code scanning systems. Since the introduction of Filetrak, we have been able to significantly improve the efficiency of our records management services to our users. The ongoing support provided by Filing Efficiency was critical to the successful implementation of the system. Bev Creenaune - Senior Manager, Facilities Management, SER (South East Region) Ernst & Young Sydney Wedge Scanners Connected to the keyboard and used for: Tracking Attaching documents Packing files into storage boxes Cordless, Portable Scanners Fully portable and used for: Packing storage boxes at any location Tracking storage boxes Conducting audits of file rooms, workstations or secondary storage areas Free Standing, fully automated Scanners Codascan Barcode Scanners used for: Recording all movements to and from file rooms (without the need for Records personnel to be involved in any part of the process). The Filetrak database is updated automatically with the latest File location information. Save time and ensure processing accuracy. Scanners can be used in combination to achieve the required processing functionality, or used individually to complete specific records processing functions. File Tracking

5 Bar Code Labels Print bar code labels automatically from Filetrak s label printing program Create your own label formats or choose from a selection of predefined label formats. Produce labels for File Covers, File Spines, Storage Boxes, Personnel ID, and File Room ID. Save time and give your labelling a professional look. All bar code and text labels are produced with the click of a button. Codaprint Colour Coded Labelling Software Filetrak interacts with Codaprint Strip Labelling Software to eliminate the process of applying individual colour coding and text labels to file side tabs. Labels are automatically produced along with front cover labels from Filetrak s Label Printing program. I have been using Filetrak now for 1 year and I just wanted to mention how user-friendly the program is. Files are easily accessible due to the keyword system, which has a huge storage capacity. The training provided from Filetrak has been very beneficial and I would like to also mention that ever since Filetrak was put into use at our company, my manager has been very impressed with how quickly I can access a file for him. No searching through paperwork, no mess and no fuss. Megan Hovorka Executive Secretary Lucas. File Management

6 Technical Specifications Filetrak is a 32 bit application and runsunder Windows NT4, 98, 2000, XP, and Windows Server Filetrak SQL version Server - Pentium III 800MHz with 256MB RAM or better recommended (200MB for programs and 40MB for approx 10,000 records). MS SQL Version 7 or Higher optional Microsoft IIS 4 or later for web search. Client Desktop Requirements for both versions Minimum Pentium 200MHz PC with128mb RAM or better, 160 MB Hard Disk space, Windows 98,Windows NT4,Windows 2000 & XP. Codaprint Minimum Pentium 200MHz PC with 32MB RAM, 20 MB Hard Disk space(10mb for programs and 10MB fordatabase and templates).windows 98,Windows NT4,Windows 2000 & XP. Training Onsite or offsite training provided in 4-hour blocks. Group and Individual training programs available. Support Upgrades The Filetrak and Codaprint Annual Support & Maintenance Agreement includes free software upgrades of current version as new features are incorporated into the software held by the client. Help-Desk A Free-call Help-Desk operates during normal business hours (AEST) to provide Operator Assistance or resolve any technical queries. Consultancy Services Two consultancy services are available if required: Office Fit-out Storage Surveys Records Management Consultancy Services Codafile Filing and Storage Systems Consultants from our Records Management Division are trained to calculate physical hard copy storage requirements.these may include file covers, document fasteners, colour coded labelling, shelving systems including multi-media cabinets in all sizes, open shelving systems and mobile shelving systems. Inactive Records

7 Filetrak is the simple solution to taking control of your Records Management. FEATURES INCLUDE: Standard Keyword System... includes Automated retention and disposal scheduling Automated file security assignment Accurate Information - Files, storage boxes and documents Automatic Label Production - Bar codes and colour coded side tab labels Enquiries Query Wizards View documents, files and storage boxes from a single enquiry Reporting Report Wizards Standard format and customisable reports Exportable spreadsheets in popular formats Bar Code Tracking 3 Scanner Options Tracking Packing records into storage boxes Audits Attaching documents to files Web browser Read-only search Filetrak was implemented in our Sydney office in 1995 to initiate technology that would ensure the Firm s effective records management standards and tracking capabilities of hard-copy documentation. The success of the system has encouraged us to implement Filetrak technology nationally throughout Australia. David Parker Administration Partner National Office Deloitte Touche Tohmatsu, Australia. Gain Control... Save Space, Save Time... Greater Management Efficiency.

8 Filetrak Network Configuration MANAGEMENT REPORTING Filetrak on File Server. Stores Master Programs and Database Files Network PC Filetrak Records Processing Screen Enquiries Reporting Inactive Records Management Prepare Barcoded Labels. Prepare Colour Coded Labels Bar Code Tracking CCD Scanner Portable Scanner Reads Bar Codes. Audits Files or Boxes Packs/Unpacks Files from Storage Boxes. Tracks Storage Boxes Uploads scanned data into Codascan Terminal or Network PC TRACKING Network Printer. Prints Reports Prints Bar Code Labels Network Colour Printer. Prints Colour Coded Labels for file side-tabs Quickscan Terminal. Reads Bar Codes. Collects Tracking Transaction Data (Take Files, Return Files, Audit Files, Box Files) LABELLING AUSTRALIA Freecall Number: Fax: Address: sales@codafile.com NEW ZEALAND Freecall Number: Fax Address: sales@codafile.co.nz Codafile Records Management Division reserves the right to change the specifications of Filetrak, Codascan & Codaprint software without prior notification.