Records Management Software Checkout Solutions

Virtual Doxx file tracking software screens are customized around the specific terminology and functional requirements of each customer, making the software easy-to-use and easy for staff to learn. Virtual Doxx includes a complete configuration tool kit that enables rapid application development. Unlimited data elements and essential meta-data elements are maintained for each record. Bar code and Radio Frequency technologies are supported for real-time location control, file room task automation, file inventories and life-cycle management. Every 'instance' related to each record is stored in detailed chain-of-custody audit trails.

• User workstations only require a browser and Java
• simple graphical User interface
• unlimited number of fields
• customized data entry & search screens
• prints bar code and color-code labels
• supports fixed and portable bar code & RFID scanners
• a single application can be configure for multiple database views (item types)
• complete life-cycle retention management
• keeps track of box #'s for archived records
• enables 'rights assignment' based on User type
• populates and updates by importing host database/spreadsheet files

• data entry based on user-defined rules and masks
• seamless printing of color-code labels for each new record
• allows searching using wildcards and multiple fields
  
• search screen enables ad-hoc report generation
  
• User defined retention rules and life-cycle management
  
• enables batch processing of record location and status changes
  
• email notifications of Record Requests
  
• email notifications of 'overdue' records
  
• browser-page Request interface for casual Users
  
• pick-lists sorted in file sequence
  
• includes standard reports and native reporting tool
  
• report generation creates ad-hoc CSV files
  
• reports display in customizable, spreadsheet views

• via web page or full logon
  
• requests emailed and maintained in Request Queue
  
• email notifications at time of Request or at time of deliver to:
  
  • file room
    
  • Requestor and/or Destination
    
  • User that is logged-on
    
  • User that currently holds requested record
    
• includes details of record (identifiers) and when return is expected
  
• Requests automatically 'closed out' upon delivery
  
• automatic, passive Request management via RFID technology

• fully integrated bar code and color-code label printing using Virtual Labels
  
• includes ability to print a single label with bar code, text, color-coding and RFID (patent pending)
  
• enables printing of electronic forms and groups of eForms based on business process
  
• allows multiple labels for a single record to be printed 'all at once' on a single sheet
  
• allows different labels to be printed based on header parameters
  
• one-click import of database and spreadsheet files for label generation
  
• produces bar code and/or RFID tags for folders, assets, library resources or any kind of item