There are several situations where tracking paper
files is important:
Files are often out of the
file storage area during times when they may be required by
Files leave the building.
File are often difficult to
locate or completely lost.
Regulations require file usage
Files may be needed in an
File tracking is a very simple
process by which a folder's barcode is scanned every time that
file moves. While the basic tracking function is simple,
there are a great number of features that typically need to
follow: retention scheduling, usage & overdue file reports,
color label printing, etc.
Smeadlink Express from Smead Software is a
powerful file tracking software. In addition to tracking paper files, Smeadlink
Express manages all different types of documents and information, ranging from
hard copy paper files to imaged documents to files created on desktops or batch
data from large host databases. All of these technologies integrate together
seamlessly in the Smeadlink Express user interface to make management of
multiple document types easy and intuitive
Reynolds expertise in file
tracking software assures your system will be up and running
quickly and your users will be thoroughly trained. Our
technical support staff provides custom integration and on-going, local
service and support.
Smeadlink Express gives you complete control over
all documents, both paper and electronic, used throughout an organization.
Bringing together document management and records management, Smeadlink Express
offers a complete package to manage the document life cycle according to best
business practices. Manage valuable information with Smeadlink Express using
document retrieval, reporting and Express workflow.
Speed up collaborative
Report on workgroup
Improve file room
Reduce Legal Risk
Smeadlink Express Technologies:
Please see below for further details*
Paper File Tracking
MS Office Support
PC File Management
(Document Routing and Reporting)
Web Access to
Information via iAccess*
Color Coded File
Smeadlink Express Management Reports:
Bar Code Tracking
Bar Code Tracking enables
users to quickly determine the current location of paper
file folders and documents by performing a
check-in/check-out activity when files or documents move
from one location to another. Bar code tracking is used
to track files and documents to locations, employees and
boxes. System user’s can quickly view the current
location of a file as well as view tracking history
information. Tracking can also be done at the document
level. Documents can be tracked to files, employees or
Bar Code Tracking provides
the following benefits to an organization:
Reduce the number of
missing or lost files.
Decrease the time it
takes for employees to locate files.
productivity by enabling employees to quickly locate
files and documents, whether files are located in
the file room or checked out to another employee.
Improve security and
provide greater control of files from the central
Document Publishing via
iPublish provides users
with the ability to publish electronic records to CD for
distribution. The distributed CD can then be viewed from
any web browser.
The Audit Trail feature
enables Smeadlink Express to monitor and report system
activity. The Audit Trail will monitor the following
Successful Logins and
Failed Login Attempts.
Records (Add, Edit and Delete). Changes to the
records are captured and available in the Audit
Access to Confidential
Information. The Audit Trail monitors when a user
gains access to an area where confidential data or
documents are stored.
The Audit Trail reports
will report on the following activity:
Object Reports –
Report system activity specific to a single record
in the system.
Operator Reports –
Report system activity specific to an individual
Login Reports – Report
all successful logins and failed login attempts.
Web Access to
Information via iAccess
iAccess provides remote
access to electronic and paper records via web browser.
Add, Update and Delete
Request and Transfer
View Electronic documents
enables a business to reduce costs and reduce legal risk
by managing the life cycle of documents through their
creation, use, storage and destruction. Retention
Management ensures files are moved efficiently and
consistently from more expensive active filing space to
less expensive inactive filing, and eventually to
destruction, based on the legal and useful life.
Every organization has
unique needs and business purposes. However, the
importance of records management remains the same, as
well as some key theories of records management:
Information must be managed from creation to disposition
(document lifecycle). Information must be managed by
value, not by media.
Color Coded File
Color-coded filing systems improve efficiency up
Color-coded labeling enables users to print and apply
color labels to the end tabs of file folders. Color bands are assigned to the
numbers or letters used for determining the filing arrangement. Color bands can
also be used to determine document types or other classification methods.
Color-coded labeling reduces the cost of your file
storage and retrieval by: