Organizations would typically possess voluminous records of all kinds of documents – related to both external and internal communications. There are several statutes on maintaining records of specific types of documents for a certain minimum period of time. Organizations also tend to increase their records of documents as part of their policies.
Documents need to be accessed individually or from their respective files for either immediate information dissemination or for the file to be physically moved from one location (premises) to another.
Managing such large volume of documents is a major issue of concern in most of the organizations.
Key Benefits
- Single point of data entry for all transactions
- Retrieval & replacement authentication
- Real Time location details of all documents/ files available.
- Customizable events/alarms for
- Incorrect file movement
- Unauthorized access of file storage areas
- Delays in retrieving or replacing
- Unauthorized movement of files outside premises
- Alerts/alarms via e-mail, SMS, Pager, user prompt, Beep or Flash.
- Customized/ scheduled reports – can be sent over e-mail at scheduled time
- Reports for the manager to get visibility into file & personnel movement
- Rea Time status of any individual file at any instance
- Reports on total turn-around time for servicing requests
- Search based on Information requested, Requester, Date, Personnel, Information disseminated, Status etc.,
- Automatic tracking, monitoring, and validity checks of all document/ file movements.
- Improved security by authentication of authorized personnel.
- Information request patterns can be made available, for analysis of most frequently needed files, which can then be used to realign the file storage areas.
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