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Records Management & Tracking Software
Virtual Doxx Products
Bar Code & RFID File Tracking - Color Code Filing Systems |
 Virtual Doxx uses software menus and bar codes to keep track of file folders or other physical assets. Each
folder or item is barcoded with a label or tag, and a sheet(s) of standard copy paper are printed with bar codes
representing each destination (person or place) that a record may be moved-to. By scanning the folder bar code
and the destination bar code, staff can quickly and easily manage file transfers...and the software keeps track of file
locations. A complete history of each file's movement is maintained. The software includes streamlined file
requests, automated email notifications and File Pull Lists. Virtual Doxx also makes it easy to archive records for
off-site storage and maintain file life cycle retention schedules.
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 Virtual Doxx RFID allows missing records to be entered to a portable RFID Reader, and when the Reader is within
approximately 2' – 15', the Reader will BEEP. The Reader then guides the User with prompts telling them if they
are getting closer-to or farther-away from the specific file. The RFID Readers are also configured with a drop-down
list of all staff and office locations, so that records “in circulation” can be periodically inventoried. RFID inventory
data uploads to the software to keep track of the 'current location' of records as they move around a facility. RFID is
the first technology that allows missing records to be found and to make file inventories fast and easy. Bar codes,
the Portable RFID Reader and/or the Simple-Tracker within the software are used to track files IN and OUT of the
file room and as they move around the office File location control is locked-down, with a rapid Return-on-Investment
that keeps recurring over time.
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Virtual Doxx 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 Virtual Doxx "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
Virtual Doxx 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 ComponentsDatabase
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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Virtual Doxx'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 Virtual Doxx 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". Virtual Doxx 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. Virtual Doxx 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. (Image left)
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► keep track of file locations, status and retention
► represent each staff person and location as a bar code on a sheet
► read bar code on folder and 'location' sheet to keep track of files |
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