FAQ

Physical items and locations are assigned a unique barcode label.  An item’s barcode is scanned when it is placed in a location.  The location is scanned twice before and after the item is placed to reconfirm its location.  Inventory control is at the core of DocuData’s efficient records management system.  It is possible to determine, at any given time, the state and status of any record.  To maintain an exact inventory of each item, all “touches” are recorded in its audit trail.

Yes.  ActiveWeb™ links with EDC RC Software, giving record center customers access to their information online.  It manages physical and electronic documents on one platform.  Starting from their creation to destruction, whether on or off-site. ActiveWeb™ permits full-text and Boolean searches on all fields and eDocs.  It also keeps an audit trail of all touches and previous document versions.

Record centers can create a disposal list using the module in EDC RC Software.  The list is then sent to the customer and must be verified and authorized before being processed.  This reduces the potential for errors.  Clients can also create their own disposal list using ActiveWeb™ or ActiveFile Software™, either by department and/or document type.

In the retention schedule module, authorized users can consult, edit and create documents types.  These are used to classify records, calculate their disposition dates and specify the disposal method.  Users can then create a disposal list or archive records indefinitely.  Dual retention schedules can be applied to files, boxes, media tapes and electronic documents.  In other words, users can select how long items remain onsite before they are sent to the record storage facility.  They also specify how long the records remain at the record center before they are disposed of.

EDC RC Software respects strict security protocols to manage the disposal process.  Each step must be validated and completed before moving onto the next.  Once the record center disposes of documents, the software automatically generates a destruction certificate.  It lists which items have been destroyed, the disposal mode and is signed by authorized employee of the record center.

EDC RC Software can perform a variety of different inventory audits depending on customer requirements.  Record centers can provide customers with an “IN Box” tracking service to validate each file in every box.  This ensures all files belong in that box and none are missing. Records centers can easily perform visual spot checks of their entire box inventory using a “Hole Report”.  This enables a visual validation of the number of boxes each location is supposed to have. This audit finds over 97% of all misplaced boxes.  Record centers can also scan all boxes in each shelf location to ensure 100% accuracy.  This validation will also be recorded in the electronic history of the box.  Additionally, if a file is misplaced in the wrong box, an error is recorded and reminders are sent daily until it is corrected.

 Items entered into EDC RC Software are immediately assigned a unique barcode.  Barcoded labels are printed and placed on the items and locations so they can be tracked with a barcode scanner.  Items are tracked each time they are handled and an operational process is completed.  Authorized staff and customers can view the complete audit history of all ‘touches’ of any item.  With everything in real time, it’s easy to know who has it now and who had it last. Items are tracked using 38 different activities.

EDC RC Software creates a complete audit trail for each physical and electronic document.  From creation to destruction, no matter the location, all items are tracked.  Every time a document, file, or box is moved, modified or transferred in any way, the system records it.  EDC RC Software details the who, what, when, where and how this document was “touched”.  Our software also retains all previous versions of an electronic document.  This complete, detailed history gives you tighter control and greater accuracy in tracking and managing your documents.

EDC RC Software manages all the operations associated with a record storage facility.  This includes the management of the facility, its customers and the inventoried items.  EDC RC Software tracks each item including its circulation and maintenance.  All items go through different statuses during their lifetime of circulation.  These include pre add, in, selected, out, on destruction, on transfer, on deletion, destroyed, transferred, or deleted.  A full explanation of each of these statuses is available.

All EDC RC Software users must log in with their own passwords.  The administrator can set the system to require users to periodically change their passwords.  Administrators can also block or make user passwords inactive.  EDC RC Software provides 10 different security levels administrator can create.  Users can be restricted individually, by department or by document type.  Within each module, user’s rights can be restricted to view, add, modify, order or destroy documents.

Boxes can have up to 47 predefined metadata fields.  Of that, 20 are editable and 20 are optional user defined. There are multiple description fields available.  Most metadata fields hold 40 characters.  There is also a free-form note field which can hold 250,000 characters.  Administrators and authorized users can make changes in the metadata fields.  In the box or file maintenance modules, administrators can perform batch changes or updates to any field.  This makes it easy to modify large amounts of data on many documents.

EDC RC Software supports full-text searches using Boolean expressions in all modules, in every field, including the note field.  This can be done using any combination of metadata fields including partial or string searches.  Users can design and save custom queries built in the SQL Report Module.  Reports can be configured to include any data in the system, qualified in any way and presented in any order.  Furthermore, this module can be used to create custom reports on any stored items.  EDC RC Software Search Module allows users to easily find files, boxes and other items using many different search criteria.  Users can view, send or print their search results.

EDC RC Software includes over 200 reports.  In addition, reports are easily created with the SQL report builder.  Users can build any type of customized report around any data field.  This can include qualifying reports by department, time periods and record series. All reports can be viewed, printed or exported using standard PDF format.  All SQL report query templates can be saved and reused.

EDC RC Software allows you to customize barcoded labels and save the template.  Administrators can select what and where information should appear on each label.  They can also select the label’s font and text size.

EDC RC Software manages open shelf filing by measuring the space in linear feet or meters.  It then calculates the total feet or meters each month customers are using and bill them accordingly.

EDC RC Software can map your entire storage facility.  Alphanumeric labels are used to identify all the available shelf locations. Authorized users can also assign storage spaces to a specific customer.  Locations factor in the unit size, the number of units, the available capacity and the total space occupied.

The “Rebuild Space Usage” Module lets authorized users modify locations to reflect building or shelf changes.  It is easy to make location changes when adding new shelves or modifying old ones.

EDC RC Software’s intuitive and logical structure helps directors manage their building layout.  It eases space planning and identifies vacant locations.  The system suggests where to store items based on their size and available locations.  Custom reports quantify item flows (IN vs OUT of the warehouse) and help managers project when storage will reach maximum capacity.  EDC RC Software ensures that every space of your facility is used before having to expand.

 EDC RC Software allows you to easily enter metadata information about any item, physical or electronic.  The metadata is imported from tab or comma separated text files, one record per line.  The import functions are available when a large amount of data needs to be added.

EDC RC Software is a multilingual system. Two languages can be used simultaneously by any user.  People working side by side can each work in their own native language.  EDC RC Software is available in any two combinations of the following languages: English, French, Spanish, and Dutch.

EDC RC Software has a separate note field.  This field allows a free flow of text for up to 250,000 characters.  All words and numbers in the note field are indexed and can be included in all searches.

EDC RC Software can integrate with applications using standard file formats.  We provide a documented open Application Programming Interface (API).  This allows our products to be enhanced for special purposes.  EDC RC Software accepts imports from CSV and Excel files and can export in a CSV format.  EDC RC Software allows users to access core functions from a programming standpoint instead of the normal interface.  The API exposes every table, letting developers integrate elements of the software database with other applications.  Scripts can be developed to create automated processes. Programmers can also build custom interfaces between third-party applications.  Moreover, organizations could populate several database systems using data entered in a single application.  EDC RC Software makes it possible for users to search once for data from different systems.