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Whole-of-life document tracking.
Using DocuTrack 3000 to track documents throughout their life cycle enables your
customers to do business with you in the knowledge that you not only fulfil your
legal obligations to them, but also provide an unparalleled level of service.
They will know that you place a high value on communication and these records
are critical to maintaining an ongoing business relationship.
They will also know that statistical information gathered about the movement and use
of their documents is essential to designing business system architectures that
are efficient and increase productivity. They will also know this minimises risk
and that their documents are as valuable to you as they are to them.
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The confidence engendered in this knowledge is a basic expectation of your customers.
It enables them to easily reconcile communications with you, and that you can demonstrate
that you’re systems are based on providing the best experience possible for them.
Automated Document Tracking
Whilst electronic documents are managed in a computerised environment, DocuTrack 3000 uses RFID (Radio Frequency Identification) to record the movement of hard copy documents.
This automated data capture feature of the technology provides the fastest, most accurate and cost effective solution to document management and security.
Document tracking is an essential process in today’s business environment. It not only enables you to comply with various legislative obligations, but also reduces costs, increases productivity and enhances security. DocuTrack 3000 gives you complete control of both hard and soft copy documents. That means you won’t waste time wondering where documents are, or if they exist. You’ll know!
System Architecture
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Data capture
Unlike ubiquitous barcode tracking systems, DocuTrack 3000 uses wireless communication
to read labels with imbedded RFID tags that don’t require line of site. This significantly
reduces the time to take inventory because many files can be scanned at once even
when the labels are hidden from sight.
Document Sharing
DocuTrack 3000 enables the collaborative development of documents with anyone in your organisation, anywhere in the world. You determine who has access to what. A complete date and time stamped audit trail of viewing, modification and status, as well as approval, is maintained, providing you with a snap shot of the frequency of use, modification and approval. You save on printing and distribution costs while the document is being developed.
Security
Access to documents is administrator configurable and designed to comply with your
privacy and security policies. The application of electronic document version and
access control policies and the recording all physical document transactions via
reader control points, provides a forensic audit trail
Furthermore 256 bit encryption technology ensures that electronic files can only
be opened using DocuTrack 3000.
System Overview
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Application overview
In simple terms, DocuTrack 3000 is a document register that provides an instant snap shot of all documents and their movements from inception to destruction. Be they electronic or hard copy, once a document is received or created it is registered in the system and assigned to a particular project or matter. If a document is modified, moved or destroyed the action is recorded.
If you can’t find a document when you need it, the time taken to locate it can be significantly reduced by knowing where it was last. Armed with this knowledge and general usage patterns you can minimise time wasted on document location.
You want to find it first time, every time.
The impact of such controls benefits personnel—be they professional, technical, administrative or clerical—by reducing the stress and frustration caused by inefficient or non-existent systems. Disruption in the office and at the computer desktop is reduced. Leading to a healthier, happier workplace. The result is higher productivity and a consequent reduction in customer churn.
DocuTrack Core Features
- A turn key software application that tracks all project documents, whether hard or soft copy.
- Document retrieval is simple.
- Client/Server Architecture.
- Internet and intranet platforms provide fast network access and optimise data transfer rates.
- A scaleable system architecture that can be quickly deployed and grows along with your repository.
- Custom filtering options.
- ‘Active project’ flags enable faster file navigation.
- 256 bit encryption technology file storage for enhanced security.
Key Benefits
- Reduction in time spent on non-billable activities such as searching for files
- Enables compliance with document management legislation regarding retention, traceability and destruction.
- Enables compliance with AS ISO 15489 Records Management Standard.
- Transparent audit trail of creation, modification, use and destruction of documents
- Patterns of use can be identified to improve work flows
- Document destruction dates based on the judgement date rather than the payment date
- Validation for document movements from site to site.
- Reduction in printing costs
Package Contents
- 1 CD-ROM containing DocuTrack3000 software
- 2 RFID Desktop Readers
- 100 RFID Labels designed for files and books
- User Guide and Operating Manual
- 1 year e-mail support
System Requirements
- Microsoft Windows 2000 or Windows XP
- Pentium III 733 MHz or above
- 256 MB RAM
- 200 MB of Hard disk space for application
- 1G of Hard disk space for database and storage
- .NET Framework 1.1 or above
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