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Mobile Records Center

The Mobile Records Center is the complete solution to enhance the use of any records management application whilst away from the records desk. 

Designed to carry out very important tasks, the Mobile Records Center consists of a number of modules to perform file deliveries, collections, file and box relocations, room/shelf audits, and boxing of files along with more detailed audits in branch offices or even at your offsite storage vendor’s records center. 

As an entirely web based application, the Mobile Records Center is platform independent, requiring no desktop installation in a wireless environment. It is also not reliant on any specific hardware, and will work in conjunction with any approved laptop, notebook or tablet, significantly reducing the cost of operation when compared with even the most basic PDA barcode readers used by most records management solutions. Real-time validation of all information further ensures the records functions are seamless and error free, with on-the-fly reporting. 

An offline version of the application is also available for those times when no mobile or wireless access is available (such as in basements or fireproof areas or when carrying out an external audit). Once a WiFi, mobile or fixed network connection is established, information remotely collected can be seamlessly synchronised and validated with the records management system…with full exception reporting included! 

The Mobile Records Center has existing integration with iCompli, FileTrack and LegalKEY, however is available to work with all other leading Records Management Systems and can even be adapted to integrate with mail and asset management application. Furthermore, RFID tag integration can be provided as an alternative or additional option.

 

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The Mobile Records Center has 6 core modules covering all day to day operational records management requirements. All modules contain full validation of user, file, box and location information and provide two way, real-time, on-screen information to ensure efficient, error free operation.

 

FILE RELOCATE

Record and trace the movement of files around the office as well as to and from your offsite storage facility, with full audit trail and management reporting. 

 

ADD TO BOX

Assign files to boxes or containers with full audit trail and management reporting. This module further allows for the one click movement of boxes and their contents to temporary or offsite locations.

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BOX RELOCATE

Record and trace the movement of boxes and their contents around the office as well as to and from your offsite storage facility, with full audit trail and management reporting. Takes account of files already checked out or on loan. Boxes can additionally be checked out to users from this module.

 

DELIVER FILES

Provides a real time view of files requested, and available, for delivery along with any additional delivery notes, on the mobile device. Designed specifically for the complexities of a multi-office environment, deliveries may be filtered by office/user before requiring a signature to confirm receipt.

 

COLLECTION

Provides records staff with an up-to-date list of files requested to be sent or returned to central filing or to the firm’s offsite storage facility. Designed specifically for the complexities of a multi-office environment, collections may be filtered by office/user. This module additionally allows for the ad-hoc collection of files given to records staff or left at drop points. Files are automatically assigned to a new location upon collection.

 

LOCATION AUDIT

A sophisticated module allowing records staff to verify contents of a shelf, a number of shelves, a floor or even an entire office. Provides detailed auditing capabilities and highlights missing as well as misplaced files through colour coding. Includes one click location update of your Records Management System, colour coded extracts to Excel, on the fly sorting of files based on a multitude of details (status, location,…), integrated management reporting and full audit history of current and previous location audits.

 

KEY FEATURES

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The Mobile Records Center has existing integration with iCompli, FileTrack and LegalKEY, however is available to work with all other leading Records Management Systems.

iCompli Records can be further enhanced through a number of Legal RM solutions including: