Records365 Physical Records Management Update

Records365 Physical Records Update 

Building on our physical records release earlier in the year we continue to build on our capabilities to deliver on our product vision of managing all your organization’s content, including physical and electronic records, in one federated workspace.

Just in case you missed the initial announcement of the Physical Records Module here is a recap of the features that were part of the launch:

  • Support for high scale physical records management
  • Flexible Configuration with customer-defined physical profiles for different types of physical content
  • Hierarchical Location Management
  • Barcode Support

With the latest release, the physical module now includes the following capabilities.

Manual Categorization

With retention and disposition front and center of what a records and compliance management platform is, Records365 now brings those capabilities to physical records. In line with the flexible configuration concept, using physical profiles, you can now define at what level you apply your hierarchy categorization, and ultimately retention, to your physical assets.

Leveraging your single file plan users can manually assign categories to physical folder and boxes.

Records365 Physical Records Update


Once we assign a category to the assets the appropriate retention schedule and disposition instructions will also be assigned.

Container Management

Physical records are all about putting pieces of paper inside folders, which we then place into cardboard boxes with the sole purpose of being able to work with large volumes easily.

For example, applying retention to every piece of paper inside the hundreds of folders inside a box is near impossible, but managing the retention at the box level makes life easy. Records365 now allows records and folders to be assigned containers which simplify many of the daily activities as we can perform disposal on the aggregate of items.

You can see below that a field is being added to a physical profile of type Relationship, having a subtype of Parent. As noted, additional Relationship subtypes will be coming soon, so watch this space!

Records365 Physical Records Update


Once we have assigned items to a container, we can then realize the entire contents as shown in the image below.

Records365 Physical Records Update

File Parts, Volumes, or Series

Now that you can work with an aggregate of items through the release of Container Management, another core component of working with large amounts of physical records data is the concept of a file part, also known as volumes or series. We all know that hard copies of physical assets are finite, so how do we scale in line with that model?

Typically, the folder is known to bring the business context element for a set of records, so it is paramount that we preserve this context when extending the folder to accommodate additional content.

To extend the folder, we would create a new folder and related it to the original folder. That newly created folder is known as a part. With the latest release of Records365, folder parts can be created for a physical folder so that the items in Records365 scale along with your hardcopy equivalents.

We make creating a new part in Records365 as simple as a three-click operation, and we copy all properties from the main part by default.

The image below shows a physical folder that contains many parts and child items.

Records365 Physical Records Update

Loan Management

A big part of physical asset management is moving the hard copies around your organization and keeping track of them at all times. We like to think of it as being not too dissimilar from a library system. People want to request the loan of a book, the librarian approves or rejects the request, another library staff member then checks the book out to the requestor, and then finally someone returns the book.

Records365 uses these key concepts to deliver our Loan Management feature set. Users can request a set of physical assets. If the assets are available, the records manager will either approve or reject the request.

Next, a user in the warehouse with a handheld scanner will check the item out and place it in a van for delivery.

Once the user has finished with the assets, they will be returned and checked back in using a scanner or the standard loans management experience.

In the image below, you can see an example of a loan request approval. Also, the requestor and the warehouse user will be notified via email of the request so they can take the appropriate next actions.

Records365 Physical Records Update


We talked about the different barcode types that we support in Records365 in the previous article. To make full use of those features, Records365 can now scan physical assets and carry out actions on one or more items. Traditionally barcode scanners have been disconnected from the system and used in an offline capacity; we decided to raise the bar.

With Records365 you can log in and start scanning with your mobile phone and then carry out various actions immediately.

This approach eliminates the need to wait until you get back to your desk to download a file before being able to apply the necessary actions. Don’t worry, if you don’t have a mobile device yet, Records365 also supports the uploading of offline scan files, as sometimes there may not even be mobile service available while scanning.

Below you can see a user scanning multiple items with their mobile device, and in this case, they want to move all the items into another folder. Using the Bulk Edit feature, they can easily do this.

Records365 Physical Records Update


With Records365 you can log in and start scanning with your mobile phone and then carry out various actions immediately

In addition to the huge announcements above, here are some other features that we think are pretty cool and available in the Records365 service right now.

  • Records365 now supports Code 128b barcodes for managing physical assets.
  • As illustrated in the scanning image above, we now support bulk editing for physical items, whereby we can update multiple fields on one or more items at a time. This available not only in a scanning context but throughout the entire application.
  • The ability to copy an existing physical item so that we prefill all metadata based on a selected item.

We hope that you find these enhancements exciting! As always, we would love to give you a demo of these features and our Records365 solution. Sign up for our monthly demo webinar or fill out the form below for a personalized demo.

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