Archiving/ Indexing/ Tracking
The only reason we file anything
is so we can find it later, thus the need to archive.
Finding the record at a later date is always made
easier through appropriate and efficient indexing.
There are key identifiers for a box of records that
ASL employs and any record can be located if identified
to this index. Barcode systems, we believe, are the
best choice for Records Management. The ‘where
it is’ barcode, references the location of the
record unit. Tracking is the check-in and check-out
mechanism that assigns a record to a location and
updates it when it is changed. All client records
will receive unique bar code identification, to allow
for scanning and tracking, ensuring accuracy and accountability
at each point of movement.
It is important to note that by
employing the use of proper record management structures,
such as ours, it enables a company to rationalise
its own internal record keeping methods, which by
definition would mirror those of their off-site record
management company. These efficiencies are what are
termed in the industry as Taxonomies.
ASL has procured industry specific
software to ensure efficiency in Archiving, Indexing
and Tracking. With this software, ASL are able to
provide their clients with an accurate and up to date
electronic database of all records held by us. |
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