OnBase ECM Physical Records Management

OnBase enables records managers to define retention policies and control records throughout their lifecycle. Many organizations, however, must also store original contracts, leases, deeds or, in the case of law enforcement agencies, case evidence. The Physical Records Management module integrates the management of physical records with electronic documents and content, providing a single, centralized solution for all records. Just like electronic Records Management, Physical Records Management enforces critical records policies and compliance by allowing record managers to track the location, usage and disposition of physical records.

The Physical Records Management module treats records and content equally, enabling users to store, manage and retrieve content regardless of location or type. Because the administration is controlled via a central interface and a tiered storage model can reflect existing infrastructure, records managers can effectively monitor record and storage usage. Requests for physical records can be facilitated by the user or by a second party (such as a records manager) and delivery methods and specific instructions can be set to route the record accordingly.

Just as with any document in OnBase, users perform searches and OnBase returns all matches. The user then selects a physical record, which brings up the Physical Record Viewer. The viewer provides index values, a description of the contents, keywords, locations of the record, the check out history, current status and pending requests for the record. The user can then check the physical record out if it is available or reserve it when it is returned. If out, the user will receive an automatic e-mail notification when it is available and would be notified if the item became overdue while in the user's possession.

Application
Organizations that must manage the storage of paper records and other physical assets will benefit from a solution that combines the ability to connect users quickly to content, regardless of state, location or type. Records Managers will be able to more effectively enforce policies across both physical and electronic infrastructures. In addition to the benefits of rapidly locating non-electronic information, the Physical Records Management module enables businesses to track which records are being accessed, by whom and for what purpose, a key factor in laying the foundation for long-term compliance practices.

Core Features

• Rapidly locate non-electronic information
• User-definable record locator
• Tiered storage model
• User-defined record attributes
  • Location information
  • Contents information
  • Check out /Check in
  • E-mail Notification
• Track which records are being accessed, by whom and for what purpose to lay foundations to key compliance practices
• Enforce critical records policies across both physical and electronic infrastructures
• Single user interface decreases training requirements