FileRite© software

FileRite© (On-site Electronic File Management System) was developed by The Document Warehouse specifically to meet our customer’s growing requirements for an onsite electronic file management system. FileRite© monitors filing, tracks archival material from a few files or boxes to thousands of items that need to be housed, located and despatched quickly onsite. The success of the FileRite© system is in its simplicity, as the programme is extremely user friendly.

• All existing file details are data captured onto a database according to our customers’ on-site filing, archival and storage requirements
• The database includes the location of the files by means of a barcode label
• The effective location and file tracking application, is suitable for all onsite filing rooms large or small
• Irrespective of how many branches or users our customers may have, FileRite© is a powerful tool for managing files within any company
• The FileRite© system has a function whereby at any point in time a file can be traced to the person who requested it or its location within the filing room
• The movement of files is managed by using barcode technology
• Once information has been captured onto the FileRite© system it can be electronically transferred to The Document Warehouse offsite database, this eliminates the cost of data capture duplication when documents are moved to The Document Warehouse off-site archival facility
• Access control to the database is controlled by username and password, making it secure and accessible by only those who are authorised to access the information
• Various access levels are designed to allow for file and system access control
• All users are accountable for files in their possession, as a record is electronically kept, so if needed, the FileRite© System has the ability to track down the last person to request information
• The file database remains the property of our customers

The benefits of FileRite©:

• Central database of all files
• No limit on the size of the database
• Software upgrades and changes implemented regularly to keep up to date and secure
• Management reports available instantly 
• System Administrator issues authorised staff with a password 
• For security reasons, only authorised users can access the edit function
• All fields may be edited as required
• Restrict access to certain system functions to normal users
• Manage redundant and off-site files
• Integration of scanned images
• Upon entering details of the required document, or the location barcode number and clicking on the search button, this system will find a file
• Users can enter partial details in the search fields
• Files can be located by client search fields or by location barcode
• Should additional features or functionality be required, TDW can accommodate these requests and suggestions in most instances

An authorisation code allows managers and supervisors to:

• Add- Edit or Delete Users
• Add- Edit or Delete passwords
• Add- Edit or Delete Departments / Locations
• Add- Edit or Delete Files
• Add- Edit or Delete Files / Boxes - sent offsite

The system automatically updates each time a file is added or moves location, keeping track, for easy and fast retrieval when needed. An audit trail is available in the unlikely event of a file being misplaced.