Over the years we have experienced many cases of companies that have kept paper listings of the contents of their valuable records and then for some reason that list disappears. This tragedy can prove quite expensive, as every box has to be gone through to recreate the inventory. Further problems occur when a client needs a file and has to sort through volumes of paper.
Many people think the solution is to type that list into a word processing program or even better in some database software. This is a step in the right direction; however searching and printing out the information can be problematic. Further, there is no thought to tracking the files and boxes as they are requested and delivered to individuals within an organization. Finally there is the lack of planning how long records need to be maintained, either in house or off site at commercial record center. Retention scheduling provides for greater record control and cost savings as inventory is purged on a regular basis.
The ultimate solution is Record Management Software's Web Simple Records Manager. The
Web Simple Records Manger tracks each file and box, including their check out /in history. It has a built in retention schedule module, provides for easy data entry, and 100's of inventory and tracking reports. |
