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Eloquent Records™ |
| Records Modules |
| The base Eloquent Records
software provides all the function required to create and
maintain a hierarchical classification scheme with retention
and other business rules. It also supports the entry of descriptive
information for items, folders, files, and boxes along with
"contains" / "contained in" links as well
as links to the classification scheme. You never need to enter the same data twice or do frequent global changes. |
The base system supports all the information you need to describe physical items. These are usually paper items such as file folders in boxes, along with printing the descriptive labels for them. The storage location is supported, but for specific locations on the shelf you require the Space Management module. Very efficient routines are available to move items from active to inactive storage, to approve destruction and to retain information about destroyed items. Archived items are automatically transferred to the Eloquent Archives module if you have that application.
Your users get read-only capability to search for items they require and an automatic e-mail feature to request the item from storage. They may also be given the ability to place requests directly into the database.
In addition to the base system described above, you may include the following modules:
CONTENT MANAGEMENT
This module provides the ability to easily attach all forms of digital content to the item level record. This includes PDFs, MS Word documents, e-mail, pictures and even video or audio. You may build this knowledge base with a browser anywhere on the Internet/intranet. The attached content is sent to the server for safekeeping and for immediate viewing by anyone with the appropriate security clearance. A search will find it along with the related paper documents. The system may continue to manage the paper record as well as the electronic, or may be paperless.
TRACKING & RETRIEVAL
The base system provides all the search features required for the knowledge base. This module is for managing the physical movement of inactive records requested by the users. It includes the printing and use of barcodes for speed and accuracy as items are removed from and returned to storage. Checking out an item creates a usage record, which includes the borrower and the expected return date. These loan periods are automatically calculated and may vary with type of user and type of item. The usage records are used for following up on the items out with automatically generated e-mail, phone lists, or printed notices. When the items are returned the usage records are retained as history for various usage reports.
SPACE MANAGEMENT
This module is used to manage the specific storage locations for boxes and other containers. It is used to locate a record requested by a user and to organize an efficient picking list for the process. It is also used to identify available space for new boxes going to storage. It matches the container to the appropriate size of space. It permits selecting available spaces from a specific starting position.
In addition to the above application-specific modules, the WebGENCAT platform may be enhanced with modules to increase the number of users permitted, to add more processing power for large systems, to add multilingual capability and to segregate portions of the data into specific branches/departments.
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