File management

Our ‘Active’ file management is faster

and more cost effective than you might think.

Fist Choice Record & Data Management provides convenient and efficient access to information stored within your archive. Helping you to understand what information you have, identify what you need and access it easily. All in all it makes for faster searching and successful location of the information you need.

FCRDM’s active file management offers improvements in productivity and response times, to make placing active filing off-site more attractive. Of course, it also saves on costly office space and staffing.

Effective live storage

Although storage and service at the carton level may suit many archival situations, First Choice offers an audit trail at the file level and a system which delivers an efficient and inexpensive way to keep those files off-site. Each file within the system is registered and stored in our centres as an individual item.

Indexing and capture

Each file is added to the archive through file level entry screens. These ensure users insert required control data and capture mandatory information, ensuring integrity of the data and consistency throughout the system.

Individual files are given a unique barcode and indexed onto the system via a web interface. This creates a comprehensive listing of the file for future search and retrieval.

Increased access, faster response

Files are scanned on arrival at our centres and physically stored as items in their own right, with specific shelf locations, in file management cartons.

Files managed in this way are immediately accessible; our staff can pick them quickly and retrievals are faster than conventional handling of a file from a carton.

Empowering performance

To guarantee our service, we write performance measures into our agreements, which are volume and service-related. This ensures delivery is constantly monitored and meets the agreed response requirements.

Search faster

This powerful search engine gives fast, accurate results. We can customise “quick search” shortcuts using terms you define, and screen results can be quickly exported to your desktop to provide instant management information.

Inventory management

Further customisation is available for data entry forms, with terms that improve usability.

Under the skin, data validation ensures accurate, consistent data entry. It makes certain that you always capture important information and makes it easier to manage your records management policy as well as retention scheduling.

Online shopping

Ordering physical records from the archive couldn’t be easier. Simply add items as you find them to the shopping cart. Choose from a complete list of services to get your records delivered where and when you need them.

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