Records Management: Features
FileTrail provides a wide number of intuitive features to automate common records-related workflows and transactions.
|Search & Request
| Search any field, including Classification fields.
Search with wildcards, boolean logic, ranges, and across all fields.
Batch Search with list of values pasted from Excel, Word, email, or text file.
Add records to a cart from one more searches for placing a single request.
Request one or more records for any services defined for the file room or records center: pull and hold, deliver, copy, scan-on-demand, etc.
| Pull requested files and boxes efficiently in a single pass through a file room or records center.
Fulfill requests quickly with Delivery Lists, Tasks Lists, and other tools.
Calendared requests appear just prior to the date needed.
Requests only appear in the file room that owns the item, accommodating multi-fileroom and multi-city implementations.
| Pre-defined file plans automatically matched with records as they are created.
Archiving and retention dates are automatically updated per changes to classification or conditional value.
Define unlimited levels of Classification and generate HTML-based File Plan.
|Retention Schedule & Disposal
| Track records in active, semi-active, archive and disposal stages.
Monitor who/when/why decisions for retention and disposal.
Manage citations and citation references.
Automatically apply retention based on jurisdictions.
Automatically trigger on future conditions.
|Smart Bar Coding
| Rapidly capture record information and monitor circulation.
Perform real-time and batch transactions with barcodes.
Utilize existing barcodes from legacy systems and archival storage vendors.
Configure new barcodes to use serializations with prefixes or suffixes.
|Tracking & Chain of Custody
| Location tracking transactions like check-in, check-out, transfer, and more.
Chain of custody shows complete history of movements.
Parent/Child tracking, such as folders into boxes.
Definition and assignment to barcoded shelf locations.
Collective management and individual tracking of multi-volume sets.
| Integrated label designer for barcode and color coded labels accommodates any labelstock.
Print barcode labels to cut-sheet or Zebra roll-fed printers.
Print color coded labels to any cut-sheet labelstock you are already using.
Print sets of labels when multiple labels are used per file.
|Reporting & Audit
| Run standard or custom reports.
View reports within FileTrail or export to Microsoft Office for additional graphs and charts.
Audit circulation chain of custody and changes to record location.
Audit changes to retention schedule, classification, and changes to metadata, including stated reason for change.
| Configure authentication for standard challenge or Single-SignOn using Windows or LDAP.
Control access to menu functions by user and group.
Control rights to view, edit, or destroy records by department, category, and location.
Set security on individual records or fields.
| Allow designated users to create and apply legal holds.
Permit multiple holds on a single record and apply inheritance rules.
|(Some features don’t apply to single-user Express systems.)