Overview

RAFTS is an Intranet based File and Asset Tracking System with powerful search capabilities that enables the storage, tracking and retrieval of files easy to manage. It allows you to manage the movement of boxes and documents using both onsite and offsite storage providers.

This fully configurable and expandable system is designed to manage files and boxes through their whole life cycle from Creation, Labelling, Tracking, On-site storage, Off-site storage, Retrieval and through to Destruction.

The system is fully scalable and can be used in large corporate environments or small legal practices.

RAFTS offers a full range of features that are designed specifically for the benefit of Records Managers.

Capture of Information

• Allows for direct entry by owners of records in departments or by Information Management staff.
• The systems allows for the recording of information about records, ownership, security, location and retention class.
• Allows for maintenance of retention periods for classifications of records.
• The System allows for configurable mandatory fields if required.
• Allows for generation of unique file reference numbers in specified format.
• Full validation routines are included within the system.
• Allocation of Box Reference Numbers to departments
• Easy reallocation of one or more Files from one box to another
• Easy reallocation of box from one department to another
• Bar codes or RFID tags can be stored against boxes and files
• Allows the user to easily create relationships such as offender or victims against a file.
• Allows the user to store metadata against files for easy searching

Searching

• Allows for groups of records and allows for searching of individual records within a range (e.g. Find Invoice 50 in the range 0-100)
• Full Text Index Searching available allowing free text searches across all fields.
• Allows building of complex and fuzzy searches with AND/OR Boolean operators
• Files and boxes are easily requested and returned

Tracking

• Requests for files can be cancelled at any time
• Allows boxes to be indicated to retain indefinitely from provider.
• When File requests are approved, confirmation of request is confirmed by email.

Destruction Review

• Allows each file to have its own destruction review date.
• The system determines the destruction review date for the box automatically from the files contained within the box.
• Retention periods are allocated against Classification code but can be overridden for an individual file if required.

Reporting

• Allows easy reporting of boxes due for destruction
• Automatic Audit Trail for actions performed on a box or file
• Allows easy reporting of files overdue for return.
• Overdue reminders are sent by email.

Management

• Web Based Intranet System allowing for easy secure access across a site
• The system is fully configurable with the ability to maintain standard fields within the system.
• Allows multiple off-site Storage Providers to be specified within the system
• Own storage provision easily accommodated
• Update retention classes can update all records if required.
• Integrates with Active Directory.
• The system allows LDAP calls to Active Directory or Novell if required for user lookup.
• Allows users to be assigned different roles such as Administrator, Trusted User, Standard User.