Overview
DocuData’s EDC ActiveFile Software™ offers a unique file room management solution for businesses or organizations looking to manage their documents. While initially created to address the on-site management needs of our own record center customers, EDC ActiveFile™ has evolved into a stand-alone solution as well. Today, EDC ActiveFile Software™ provides both a world class file room management solution to small-mid size businesses, hospitals, institutions, and corporations and the best record center-client connectivity in the industry.
The primary purpose of EDC ActiveFile Software™ is to create an on-site file room or record storage facility for organizations, or to link them to the facility where their documents are being stored, in order to track, manage, and control physical, imaged, or electronic files. It allows customers to establish an electronic tracking mechanism for each document from the moment it’s created, which then records and tracks all changes and every movement of the document following it through its life cycle.
ActiveFile™ enables users to search, locate, view, modify, destroy, or order any document in any linked office or record center. Databases at all linked locations are synchronized to allow global searches, even when external connections are offline. Simultaneous manipulation and replication by other ActiveFile™ users, web users, client PDTs (Portable Data Terminals), EDC RC, and ActiveWeb™ provide local access points to the entire information database.
The ActiveFile software™ is web enabled, which allows users to interface with the software remotely. The intranet component resides on the organization’s internal servers and is simple to deploy and maintain. Users can access, retrieve, and manage information regardless of media type or format. They can also create orders, add files and boxes, view images, view box and file details, and print labels. It eliminates the need to submit orders since users can track and place orders on their own.
The web component of ActiveFile™ creates a more efficient system of file room management, giving companies direct access to their files and total control over their information. There are currently two versions of the EDC ActiveFile Software™. Companies are able to choose a solution that meets their current requirements and upgrade to the higher-level solution as their needs evolve. In addition, complete imaging and Electronic Document Management (EDM) upgrade functions are available. The basic software package provides clients with direct access and total control over physical documents, such as files and boxes, stored on site in their offices and file rooms as well as off site at a record storage facility.
As a standalone software solution, EDC ActiveFile™ is a cost effective program that offers a complete file room management solution for organizations to manage, record, and track physical and electronic documents through their lifecycle. It offers the performance, functionality, and user-friendliness to support the records and information management needs of organizations of any size. It is simple to use, reliable, and requires almost no maintenance.
EDC ActiveFile Software™ Versions
SA (Semi-Active & Active for Physical Documents)
The SA version of EDC ActiveFile™ is designed to identify, track, store, retrieve, and manage physical documents such as files and boxes located on site in your offices, filing cabinets and file rooms as well as off-site at a record storage facility. With EDC ActiveFile Software™, each file has over 40 customizable metadata information fields to help describe and identify the item. In addition, EDC ActiveFile Software™ can perform a full text search to help locate a documents whereabouts, assist you in ordering them, easily create reports using any metadata fields, or electronically track all changes and “touches” to a document. Boxes can be subdivided into as many individual files as required. In addition, dual retention schedules can be created by either department or document type to determine how long a document stays on and off site before final disposition. The SA version is designed for active circulation of both files and boxes on and off your premises.
SAE (Semi-Active, Active & Electronic Data Management EDM)
The SAE version is designed with the same features as SA as described above with the added capability of allowing for management of electronic documents such as images, emails, voicemails, Word, Excel, PDF’s etc. The SAE version enables you to easily create, share, track, and manage electronic, imaged, and physical documents using one electronic file folder on the same platform. Imaged documents can be indexed as OCR or zone OCR (Optical Character Recognition) in order to perform Boolean and full text searches. The SAE version enables qualified personnel to access documents, giving them specific rights which can include viewing, ordering, modifications, or destruction. In addition, all previous modifications are track and saved. This is the more comprehensive version of the EDC ActiveFile Software™.
EDC ActiveFile Software™ for Record Center customers
At DocuData, our experience has taught us that a record center gains the most value when it is fully integrated with its clients’ records and information management architecture. It is this belief that led DocuData to develop EDC ActiveFile Software™ to allow clients to manage all of their information, including active files, imaged and electronic documents, off-site records and backup tapes on a single integrated software platform. All functions of ActiveFile™ can be linked with EDC Record Center Software through a seamless replication engine. This engine allows the client database to be synchronized with the records center database automatically in real time via the internet. Data needs to be entered only once by the client, thus saving time and reducing data entry errors. No emails or disks are necessary.
