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March 07
Document Tracking System - another major Law Firm win for Intandem Archive
A leading law firm needed swift access to thousands of original paper documents in order to represent their clients in the most professional and efficient manner. Three IT systems were considered - Intandem Archive won through because it is designed specifically to control critical paper assets moving within corporate organisations. It includes mobile technology for the records team and Radio Frequency Identification (RFID) within the competitive price. The system can drive out significant space management savings allowing the organisation to grow or relocate more cost effectively.
Fee earners now have a browser-based search tool showing the details and locations of the files associated with their chosen case (with a colleague, in local storage, or in remote archives). Where the embedded security rules permit, the files can be requested online and the delivery is managed through mobile devices carried by their associates in the records team. Robust Zebra label printers are used to create high quality, long-life case file labels incorporating barcodes and/or RFID (Radio Frequency Identification).
The location and identity of all staff is stored in the system along with details of who is waiting for which item. Service managers are provided with a full real-time view of their document storage usage allowing them to maximise expensive office space and minimise archiving expenditure. Compliance directives are met through the rigorous receipting mechanism which scans staff identity cards to check that they are permitted to view this file. Well intentioned colleagues who may sign for a delivery and then forget to pass it on are politely disallowed. Messengers who in the past could have signed for a delivery themselves to avoid having to return later are denied. The retention period for each type of document is pre-programmed into the system and the destruction (shredding) date is calculated and can be automatically triggered as part of the daily workflow.
The project team next plans to provide users with a matter-centric view of both physical and digital documents by linking Intandem Archive with the existing i-Manage (now Interwoven) system already used for electronic document management. The RFID capability built into the Intandem solution allows the electronic tagging of all documents such that their location can be monitored automatically and losses or delays in the delivery process virtually eliminated.
Other news
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