FileTrakz keeps track of the retention status of records based on manual or automated inputs. Typically, customers have a legally defined # of years that a record must remain inactive status prior to being archived, and must remain archive status for a legally defined # of years prior to destruction or permanent-record status. Records requiring status change are placed into FileTrakz workflow queues, such as ‘Archive’ or ‘Destroy’. The queues can be printed as ‘pull lists’ for quick retrieval of records to be archived and/or destroyed.
FileTrakz includes an ‘archive’ box database data view, with fields such as box #, contents, description, department, start date, end date, etc. When records are to be archived, archive box records are input to FileTrakz to establish an archive box database record. FileTrakz can print a label with box indexing fields/data, bar code and/or RFID and/or storage center archive labels can be placed on the archive boxes.
To archive folders, the User utilizes the FileTrakz archiving screen and scans or inputs the box #, and then scans or inputs record #’s for each record in the box. As such, a parent-child database relationship is established as to records-in-a-box.
From the time the archive box (or binder) is established, the folders in the box inherit the box’s location. Users can query the database to determine ‘all folders in a box’ and/or ‘what box is a specific folder in’. Users can also click a Request button to route an email to records management staff as notification of a needed box or record.
Archive center shelves can be tagged with bar code shelf location labels. When archive boxes or binders are placed on storage shelves, the shelf tag and the box/binder tags are scanned, which updates the FileTrakz database with the exact storage locations of archive binders/boxes.
Once archive boxes have met their legally mandated retention requirements, the records can be manually or automatically placed in the ‘destroy’ queue. The destroy queue can be printed and appropriate authorizations gained, for quick retrieval of boxes that need to be pulled for destruction.