Jupiter Archiving Warehouse Management Solution

Transcription

1 Technical White Paper 2012 ASSET Gulf - UAE Headquarter Dubai Internet City UAE Tel: +(9714) Fax: +(9714) [email protected] ASSET Technology - Egypt Development & Support Center 59 Husney Ahmad Khalaf St., Nasr City, Cairo, Egypt Tel: +(202) /8 Fax: +(202) [email protected] ASSET Technology - Egypt Sales & Marketing 4 Sayed Zakarya Khalil St. Square Sheraton, Heliopolis, Cairo, Egyp Tel: +(202) Fax: +(202) [email protected] ASSET Saudi - KSA Riyadh Oulaya St. (Al Roussais Center Office 907), KSA Tel: +(966) /5 Fax: +(966) [email protected]

2 Table of Contents Table of Contents... 2 Introduction... 3 Basic Functions... 3 Box creation and indexing... 3 Tracking dispatched boxes to storage... 3 Placing in storage... 3 Different Search capabilities... 3 Automated Withdrawal from storage... 3 Automated Return to storage... 3 Record Keeping and Reporting... 4 Automated Shredding and storage utilization... 4 Archiving Warehouse Management Life Cycle... 4 Warehouse Creation... 4 Archiving Process... 5 Withdrawal Process... 6 Returning Process... 7 Shredding Process... 8 Reporting... 8 Best Solution

3 Introduction Organizations of all sizes continue to struggle with the explosive growth of information document, rising storage costs, and increasing user expectations. To meet these challenges to store and consistently extract business value from all of this data a new approach to document storage is needed. The Archiving Warehouse Management Solution is often initiated as part of an improved storage management effort. Documents currently stored must be easily discovered and archived, with a corresponding shortcut for easy retrieval of the archived record. Basic Functions Having decided to implement an Archiving Warehouse Management Solution, the next step is to select the most appropriate, cost-effective tool for your business. Here are some basic functions of Jupiter s Archiving Warehouse Management Solution: Box creation and indexing Documents archived inside boxes that is placed on shelves, so the system must map the all the properties and placing of the existing boxes and accept new ones. Tracking dispatched boxes to storage Thanks to Jupiter ECM! It is a web based Platform which is accessible anywhere from the enterprise network. Document owners can easily track their boxes at any stage of the archiving or withdrawal journeys. Placing in storage Jupiter s Archiving Warehouse Management Solution is the only source of decisions for where to put the boxes, following the predefined business rules to keep a consistent, organized and fully utilized warehouse. Different Search capabilities Jupiter enriched the Archiving Warehouse Management Solution by powerful search capabilities where you can search for any type of information whether it is an indexing descriptive field, a combination between numerous fields, or the label key of the box. Automated Withdrawal from storage Jupiter s Archiving Warehouse Management Solution handles the whole process of boxes withdrawal, starting by the online request until delivering the right piece of information passing by all the existing business processes and rules to ensure quality, speed, and requestor satisfaction. Automated Return to storage Jupiter s Archiving Warehouse Management Solution must make sure that the box returned to its warehouse spot. The system integrates with the withdrawal process to automate the returning process of the each box. 3

4 Record Keeping and Reporting Jupiter s Archiving Warehouse Management Solution fully benefits from capturing the whole history of the box transactions (Creation, withdrawal, returning, and shredding), by producing numerous reports according to business needs. Automated Shredding and storage utilization Our Business Analysts realized that warehouse utilization is not achievable without taking documents shredding into consideration. Jupiter s Archiving Warehouse Management Solution automated the shredding process after the predefined lifetime of the documents end. Jupiter s Archiving Warehouse Management Solution made use of the useful and inexpensive barcode technology through integrating with a handheld terminal used to scan read barcodes and a barcode printing device. Using the barcode technology made it easy to track the boxes at any stage. The box data fields include Document types, owner department, creator name, creation date, retention duration, shredding date, box contents and unlimited number of user definable fields. Archiving Warehouse Management Life Cycle Warehouse Creation Warehouse preparation is the first step in having your archiving warehouse management solution. The Box Code or identifier that will be labeled on each box as a barcode label, consists of its address within the Archiving Warehouse. The Box code consists of: Floor - Zone - Column Row. Defining the warehouse structure in the form of Floors and then Zones with specific numbers of columns and rows is the first step of converting your physical warehouse into an electronic one. 4

5 Archiving Process An automated process that handles the life cycle of the box from the creation date until the archiving date. This process handles the following tasks: Box record creation and data entry. Automatic notification for box pickup after retention period is over. Printing and labeling barcode labels on boxes Boxes Placement according to the locations printed on barcodes Archiving Warehouse Management Solution Archiving Process 5

6 Withdrawal Process An automated process that handles the withdrawal of certain boxes and their delivery in the requesting branches. This process handles the following tasks: Search for an existing box. Withdrawal Request Creation including many boxes. Help locating box in the physical archive. Tracking the box status until delivered to the requestor. Archiving Warehouse Management Solution Withdrawal Process 6

7 Returning Process An automated process that handles the returning of the withdrawn boxes to the central archive. This process handles the following tasks: Automatic notification for withdrawal period end. Return requests creation for many boxes in several locations. Scanning Barcode Labels to update box status Tracking the box status until returned back to the warehouse. Archiving Warehouse Management Solution Returning Process 7

8 Shredding Process An automated process that handles the shredding of the old boxes. This process handles the following tasks: Automatic notification for lifetime period end. Shredding requests creation for many boxes inside the warehouse. Notification and preparation for a shredding committee. Utilizing the warehouse capacity through freeing the box locations. Archiving Warehouse Management Solution Shredding Process Reporting One of the most useful modules in Jupiter is the advanced search. It can be used to create an unlimited number of customized reports according to the business needs. Export to Excel: This feature will allow exporting the report results to Microsoft Excel. Best Solution is offering a solution which will assist in managing the regulatory, legal discovery and overall risk management objectives regarding critical documents, bringing both current and historical data into compliance. The solution will help reduce complexity, save time, and prevent common mistakes, through achieving the following objectives: 8

9 Managing and mapping of physical archive with the existing zones, columns and rows. Maximize and facilitate accessibility: boxes can be efficiently searched and retrieved from the archive to satisfy all requests. Maximize protection of all documents and files by using the barcode technology. Keep track of all the stored boxes transactions (Archive- Withdrawal- Return- Shredding). Shredding: Easily spotting the files that need to be removed from the storage. 9