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ONBASE PHYSICAL RECORDS MANAGEMENT (PRM)
Many organizations face the dual challenge of managing physical assets in addition to electronic ones to which they are often related. For example, common business practices require the preservation of original documents, such as contracts, leases or deeds, even when an electronic copy is used for day-to-day operations. Police departments often have objects that serve as evidence relating to an electronic case file. OnBase Physical Records Management (PRM) integrates the management of these physical records with electronic documents and content in a single, centralized solution. Records and content are treated equally enabling users to rapidly store, manage and retrieve content regardless of location or type.
Physical Records are defined by their location. The PRM module enables organizations to define a tiered storage model by which all records are stored and retrieved. Organizations have the ability to define naming conventions for the model to reflect their infrastructure. All physical records are stored in terms of their location and are managed on a per repository basis. The highly configurable nature of OnBase enables users to rapidly configure the attributes for repositories including location, contents definition check-in / check-out rights, custody rights, notification and keywords associated for each repository.
Application
Organizations looking to manage the storage of paper records and other physical assets will benefit from a solution that combines the ability to connect users quickly to content, regardless of state, location or type. Records Managers will be able to more effectively enforce policies across both physical and electronic infrastructures. In addition to the benefits of rapidly locating non-electronic information, the PRM module enables businesses to track which records are being accessed, by whom and for what purpose, a key factor in laying the foundations to long-term compliance practices.
Users perform searches for Physical Records in the same way as they would for any content stored within OnBase. Hit lists return all matches. When a user selects a Physical Record rather than electronic content, they will be presented with a "Physical Record Viewer." The viewer provides all metadata associated with the record including a description of the contents, the associated keywords, location of the record, check out history, current status and pending requests for the record.
Users may check out the record, if available, or request to reserve the record once it becomes available. Notifications can be sent via email for records when they become available or are overdue for check-in. Organizations may elect to allow the individual user to facilitate their own requests for checking out records or to have requests facilitated by a second party (for example, records administrators or property officers). Once requested, delivery methods and specific instructions can be made in order to route the record accordingly. Administration of the module is controlled via a central interface allowing record administrators to effectively manage and monitor record storage and usage.
Core Features
- Rapidly definable Record Locator using document types and keywords
- Tiered storage model
- User access to record history, current status and pending requests
- Multi-party support for request facilitation
- Custody Transfer control
- E-mail notifications
