“ FILETRIAL” Records Management is Barcode driven archive and records management software for managing physical paper records including file tracking, storage, retention and retrieval of original documents, files and archive boxes, and with the FILETRIAL Imaging option scanned documents may also be stored, retrieved and displayed on the screen.

Using barcode or RFID technology, the FILETRIAL Records Management (RMS) system is designed to identify and track physical documents such as client or customer files, patient records, planning applications, internal documents, forms drawings, working papers, incoming mail and archived material.

FILETRIAL archive & records management helps managers and users:

• Register files and documents as ‘records’ by printing and attaching a Barcode or RFID label
• Store records in their appropriate classifications along with the prescribed metadata
• Search for and retrieve records when required
• Manage retention schedules
• Destroy records according to prescribed schedules
• Put holds on records so they don’t get destroyed while the company goes through an audit or investigation
• Track the access of the record over its active and inactive life cycle

A few uses of FILETRIAL

• File (or Folder) Tracking
• Document Tracking
• Evidence Tracking
• Patient Records
• Asset Tracking
• Compliance

We can upgrade from other Records Management systems to Alliance FILETRIAL, or we can import any ‘ad-hoc’ data you may have.

Each document (or folder of documents) is given a unique barcode label to identify it, and may be grouped together with other documents to form projects or cases. An item may then be registered at a location simply by scanning its barcode identification label. RFID (Radio Frequency Identification) smart labels may be used instead of barcode labels.

Original documents or files are assigned to a location which could be a filling cabinet shelf, office, person, third-party warehouse, client site, etc., so that it may be found and retrieved quickly and easily. Individual records, files, or boxes may be barcoded. A full movement history of each item is retained so that all movements can be seen from the creation date onwards, providing a full audit trail for every item.

Typically all employees could have a view only version of “FILETRIAL” (allowing enquiries and File ordering) whilst Records Management department users would have a full version (allowing File creation, movement, boxing, archiving etc.).

A user may request files or documents to be retrieved and delivered to the user’s location. With the FILETRIAL Imaging option scanned images of documents may be displayed on screen.

FILETRIAL is scaleable from small departmental record management systems say 10 to 20 users to enterprise-wide systems with 500 or more user. FILETRIAL provides storage, archiving, security permissions, records management and file tracking functionality and management using record related schedules.

FILETRIAL records management allows the records manager to get a better grip on the increased volumes of all kinds of records.