Benefits

Files and boxes are not just “in” or “out”.  There are 24 record statuses to ensure more accurate tracking and control.  EDC RC Software also qualifies the status of orders with 4 different statuses.  Deliveries are broken-down with 7 different statuses.  Files and boxes have 13 different statuses to accurately track their location

EDC Record Center Software processes must be followed sequentially to proceed.  This ensures rigorous standardized operations.  Mistakes are tracked in detail and kept in the system until corrections are made. Workflow processes are built into the software.  They are based on our own record center experience.

All barcodes created in EDC RC are unique worldwide.  The system is capable of handling a second barcode for mergers, conversions, or client coding.

EDC Record Center Software is designed to be used by all employees, based on the security levels and access rights you set.  They can be determined by what functions employees can perform within each module (e.g. view, order, modify or destroy.)  This allows pickers, drivers, supervisors, managers and owners to access the information they need to complete their job successfully.

EDC RC Software includes over 150 built-in reports.  New reports are continually being published and are available at no charge.  With an integrated SQL report builder that lets you customize your own reports, your data is always readily available for review and analysis.

Our Application Programming Interface (API) allows IT staff to further develop automated processes.  It lets your team build custom interfaces between multiple third-party applications.  Data entered once can automatically be added to multiple databases.  It lets users access data from different systems within a single search interface.  This reduces data entry, search times and transcription errors while improving productivity.

For security reasons and auditing purposes, it is almost impossible to make an item (e.g. file, box, image, tape) disappear from EDC RC Software.  The removal or destruction of documents is controlled and granted only to the highest authorized user.  The status of a document can be changed to “destroyed” or “deleted”, however, its audit trail will always stay in the database.  It will show all “touches” or changes made to a record.

EDC RC Software has features to help guarantee document integrity at all times.

Example:

• Items placed on an order have 11 different operational statuses, from “On order” to “Delivered”.  If a client cancels an order before it is “Picked”, it will not incur any charges.  With ActiveWeb or ActiveFile™, your clients can easily track each item through these different statuses.  They can identify who and when the item was ordered.
• A location cannot hold more than the specified capacity assigned to it.  If an employee attempts this, the software will generate an error message which will not be removed until it is corrected.  This prevents errors during re-filing and ensures your inventory is not compromised.
• EDC RC Software automatically groups orders from the same customer into a single order.  It prorates charges for orders placed by different people from the same organization for the same delivery date.  It even correctly breaks down the billing by department.  It also allows for “charge backs” to a third party.

EDC RC Software can be installed on your record center’s server or hosted by a third party.  You can select the business model that best suits your needs, budget, and expertise.

EDC RC Software supports a myriad of hardware.  This gives our clients the flexibility to select the right products for their operations and budget.  In addition, EDC RC Software does not charge for, nor requires, scanners or printers to have an additional user license.

EDC RC Software does not limit the number of concurrent employees accessing it.  It allows up to 20 modules to be opened at the same time by one user.  Users can switch modules instantly.  Access is only limited by the number of Pervasive SQL user licenses.  Additional licenses are always available for purchase at an affordable price.

DocuData licenses can be deployed on an unlimited number of workstations.  This allows for greater and easier access to EDC RC Software.  DocuData does not charge fees based on the number of workstations the software is deployed on or the number of users.

A standard EDC RC Software license includes modules to help record centers provide extra services (e.g. specialty item sales, asset management, open shelf filing) to their clients.  Modules are available to widen your range of services (i.e. imaging, vaulting, shredding) and increase your revenue streams.

DocuData also provides solutions that connect with EDC RC Software to bridge the gap between you and your customers.  ActiveWeb is the ideal online inventory management and ordering tool.  ActiveFile Software™ gives customers the ability to manage items both on-site in their file rooms and off-site in your storage facility.  From creation to archiving or destruction, both solutions offer customers total control.  All their documents , whether physical (media tapes, files and boxes) or electronic (images, Email, Word, Excel, PDF, etc.) are managed on one platform.

The included database supports all 64-bit editions of Windows, Linux and other operating systems.  The 64-bit architecture saves costs to organizations that want systems running at greater memory capacity and faster computations.  Our database paves the way for better data management and performance for users with large amounts of data.  It is also a great Low-IT maintenance database.