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Color Coded Filing Systems
STS TrackIt software provides complete Records Management
functionality, including the ability to print file
identification labels, track record locations and
manage retention schedules. Click
here to see a STS TrackIt "Features
and Functionality" Overview. Effective Records
Management provides significant value to an organization:
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Serve
internal and external customers more effectively
through readily accessible files
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Improve
decision making by having access to needed information
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Reduce
costs and better utilize staff by streamlining time-consuming
manual processes
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Improve
security and limit access to records based on User-rights
defined within the software
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Ensure
regulatory compliance through improved file handling
processes & audit trails
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Reduce
legal and non-compliance risks
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Reduce
lost or misplaced documents
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Reduce
records storage requirements and costs
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Reduce
staff aggravation and improve morale
STS TrackIt Bar Code and RFID (Radio Frequency) File Tracking
& Records Management Software Systems keeps track
of file locations, streamlines workflow, automates
life-cycle management, facilitates compliance and
reduces the cost of doing business.
A
simple database query identifies where records are
located and enables staff to request records needed
for task fulfillment. Email Request Notifications
are routed to file room staff and records are automatically
checked-out to the Requestor using bar code or RFID
technologies. Overdue notices can be triggered if
files have been out of the system longer than business
rules allow. The software also monitors file activity
and generates retention queues of records due for
archiving or destruction.
Software,
Storage & Filing Components
Database
Records
Management starts with having a Records database.
Effective Records Management requires a database that
is dedicated to the functions necessary to identify,
track, control and manage file folder records. Establishing
the Records Management database must address both
Active and Inactive Records and a plan must be established
for database population for the initial software roll-out
and/or when adding Records in the future. There are
multiple options for establishing the Records Management
database:
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import spreadsheets and/or host database files of
all Active and Inactive Records, including all appropriate
database fields. It is ideal to include the status
of each Record (Active, Inactive, Archived, Destroyed)
when the database is populated, and the database
should include offsite storage boxes and what folders
are in each box, if possible.
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Import spreadsheets and/or host database files of
all Active Records, and forego consideration of
Inactive or Destroyed files.
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STS TrackIt's "Professional Services"
team can provide staff to physically inventory all
Active and/or Inactive files to manually produce
a spreadsheet of appropriate files, and these records
are then uploaded to STS TrackIt Records Management
software.
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The database can be built day-forward as records
are handled in the normal course of business.
File
Tracking
Information
drives business and is critical to Customer Service.
An organization's ability to quickly access file folder
records directly impacts its productivity and profitability.
Fundamental to effective Records Management is the
ability for staff to "get the records they need,
when they need them". STS TrackIt provides powerful
software features and bar codes / radio frequency
technologies to keep track of where all files are
located, at all times. Keeping track of file movements
and file locations translates to organizational efficiency
and establishes the chain-of-custody required to meet
compliance regulations.
Retention
Management
One
of the biggest risks to an organization is the risk
of litigation, and it is essential to systematically
archive and destroy records according to legally approved
retention policies. It is critical that an organization
not face litigation and be forced to 'discover' documents
that legally could and should have been destroyed.
This is particularly important when an organization's
records include client documents. STS TrackIt automates
retention life-cycle management by programmatically
performing daily database queries and queuing the
Records that have met approved policies for Archiving
and Destruction of inactive Records.
Color-Coding
In
addition to the use of technologies like bar coding
and RFID, effective Records Management should include
an efficient color-coded filing system. A primary
Record NAME or NUMBER should be color-coded so that
centralized files form blocks of color that facilitate
fast filing and misfile control. Color coding works
by assigning a unique color to each alpha character
A - Z and/or number 0 - 9. Records are then filed
in alphabetic or numeric sequence, and patterns of
color are formed.
File
Shelving / Space Management
The
most space and labor efficient method for storing
records is through the use of Open-Shelf (library
style) shelving. Open-Shelf file shelving uses vertical
height and avoids wasted space for drawers to enable
more files to be stored in less space. Additionally,
file shelving can be placed on movable, high density
mobile shelving systems to further condense the storage
of files.
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