Records Management Module

The SQL*Partner Records Management Module automates the organization, tracking, retrieval and archiving of file folders, and provides the means by which any authorized member of the firm can easily:

  • Create New Folder Labels
  • Locate Folders
  • Folder History & Status
  • Logical Grouping and Management of Folders at Group Level

Features of the Records Management Module include:

Time & Billing Integration

When integrated with the Time & Billing Module, file folders are associated with matters created through Matter Maintenance. The Records Management Module can also run standalone, without Time & Billing.

Unlimited Volumes

There is no practical limit to the number of folders supported in the system, and the number of folders per matter may be expanded at any time.

History Retention & Audit Trails

Retention of audit history, with date stamping, of timekeepers who check out folders, the location of folders, and the users updating such information is automatically maintained as the status of folders changes.

Queries & Reports

The history of any file folder may be reviewed on-line or printed at any time. In addition, reports are available to review:

  • All file folders assigned to a client or matter
  • All file folders assigned to a group of clients/matters
  • All file folders assigned to a "box" or group of "boxes"
  • All file folder checked out by a specific person
  • All file folder labels that have not been printed
  • The history of specific file folders or groups of file

Bar Code Support

The Records Management Module supports industry-standard bar coding to streamline and secure folder tracking. Bar coding provides quick check-in and check-out of folders with fail-safe accuracy. Fast, accurate, and complete inventory of folders and boxes is made simple with bar-coding and scanners. SQL*Partner provides the capability of printing bar code labels and using stationary and/or portable scanners for updating the database.

Index Maintenance

Folder index data is easily maintained via user-interactive editors with on-screen forms. The Matter folder index may be identified for updating or display by user entry of the Matter name or number, Client name or number, folder number, or file number. Field-specific on-line documentation, data validation and look-up functions facilitate entry of accurate data.

User-Defined Label Format

A folder label may be printed containing appropriate index data desired by the Firm. The amount of detail shown depends on options selected by the Firm.

User-Defined Folder Number Scheme

The Records Managment module provides the flexibility to include existing folder numbering schemes by providing user-defined folder numbers.

User-Defined Grouping of Folders

Records may be tracked within user-defined groups including folders, boxes, storage rooms, and "home" locations.

Document Tracking

File folder information may include documents related to client matters. Integration with document management applications is also available.

Imaging Integration

With the cost of imaging technology decreasing and personnel costs and real estate prices increasing, many organizations are looking for high return on investments from the application of imaging technology to management of records. WSI provides such integration with the Records Management Module.

Full Text Search Integration

Locating file folder and document information quickly is critical to the acceptance of the system. To provide instant access to records information folder labels and document titles are indexed for full-text search and retrieval.

Folder Status

Folder check-out and check-in may be recorded via the Index Maintenance screen, by filling in the "Checked" & "Location" fields. As a folder is checked out or in, the system records the system date, the user performing the task, and the timekeeper who checked out the folder. This data is retained indefinitely, providing the basis for reporting the history of the folder. When the need arises, a folder's current status and history can be produced in seconds. Folders that have been boxed for storage or other firm-defined purpose are automatically coded with the Box number in the location field for easy reference.

More Info...

Other modules in the Practice Management System include:

When used in conjunction with the The Financial Management Series, The Practice Management Series forms a complete information processing system for law firms of all sizes and types of practice.

 

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