Losing track of your physical assets? Going nuts trying to find, retrieve and store your paper documents, files and records? Want a proven, affordable solution that doesn't waste your time, effort or money?

If you need to track physical assets like paper documents, files and records as well as store and retrieve them easily, then Folding Space asset tracking, document warehousing and library software will soon put you in control (without frightening the Finance Director).

Asset Management

The Document Warehouse & Library Management System (DWLMS) with Requests Management Module  (RMM) is a web services software solution for physical record, box and file storage management, retrieval, scanning, electronic document presentation and destruction.

DWLMS/RMM is a proven solution with blue-chip references. The software is robust, proven and used by thousands of users in the UK. User access is achieved via any modern web browser directly or via Citrix or VPN. The system can be hosted locally at a customer site or provided as a managed hosting (cloud) service.

Compared to traditional alternatives, DWLMS/RMM is remarkably straightforward to configure, install and deploy as well as being very easy to operate and maintain as our real-life references confirm. It is also demonstrably advantageous both in terms of cost of purchase and cost of ownership.

RMM  (Requests Management Module) enables end users of the system (internal/company users or external/customers of the company) to remotely & securely (intranet, extranet, internet) create and track requests online for files and boxes, run reports, manage their own inventories and order stationery such as flat pack boxes or barcode labels.

DWLMS (Document Warehouse & Library Management System) enables authorised administrators/users to create any number or permutation of warehouse, library and/or store locations within hierarchies and generate barcodes for these in order for them to become 'trackable locations' within the system.

DWLMS users are then able to create any number trackable assets such as Files or Boxes or similar, generate barcodes and bespoke metadata configurations, and track these items around the organisation using a web-based UI or PDA devices, tablets or mobile phones.

For supporting warehouse/library/store operatives with online access across the physical storage location(s), we commit to support any barcode reader/PDA device in various modes - wireless real-time with ruggedized PDA, offline working with periodic synching using synchronise software and real-time working from any mobile or tablet device and barcode reader connected by wire or Bluetooth.

Fast, role relevant screens & trays

DWLMS has screens that are typically accessed by operatives working within the record store and present data to them based upon their role. They might also have access to Store Management screens in order to view/create new locations - search screens to search for individual or groups of files or boxes - import/export tools - and a tray-based system which effectively shows them any requests placed upon files or boxes made by the 'end users' of the system (i.e. the 'owners' of the files/boxes).

There can be as many trays as desired and, typically, trays will relate to a given process like store requests, retrieve requests, destructions requests, return requests scan requests or combinations of these - perhaps even multiple trays for the same type but with different SLAs or priorities.

Different retention policies, workflows and SLAs can be configured for any number of categories of box or file and processes for storage, retrieval, preparation; scanning, QA and destruction can be defined and managed, aligned with numerous standards such as BIP 10008.

Barcodes & Locations

DWLMS enables users to create any number of locations in any hierarchy configurations with associated metadata and capacity. Barcodes for these locations can then be generated individually or 'en masse'. Files, Boxes, Pallets and other assets for storage can also be created and have barcodes generated for them.  The size, layout and design of the barcodes used by DWLMS are configurable and different barcode formats and styles can be used for different types of location or asset.

Managing Files and Boxes

Files & Boxes are created to a category or client/customer and each category/client can have its own set of rules for metadata, retention, security, SLAs and workflows. From the moment a file, box, location or other asset is generated, every user interaction with that asset is audited and visible in a clear audit trail against the item, with date/time, user and action undertaken clearly visible. Interactions with files or boxes or similar (assets) can be undertaken, subject to rules and user privileges, from the management web interface or via a PDA or tablet device/mobile phone either in real-time or offline with periodic synching.

Interactions include movements, transportations, signatures, re-print of barcode, status updates, metadata updates and workflow processes such as Prepare, Scan, QA, Upload and Destroy. Interactions can also trigger notifications, warnings, state updates, status updates, and requests for signature as well as metadata updates and changes to retention rules. Users are also able to define their own interactions as 'Sub-Statuses'.

A wide range of reports are available as standard such as inventory reports by location or department, destruction reports and capacity reports. A complete bespoke and user-definable reports engine with real-time dashboards and charting can also be provided.

DWLMS/RMM

Document Warehouse & Library Management with Requests Management Module

Key features    

  • Asset Management
  • Records Management
  • Box & File Management
  • Real-time Reporting
  • Comprehensive Auditing
  • Document Security Access
  • Active Directory integration
  • Single Unified View
  • Web Application - Browser Access
  • Open Schema

 Key benefits    

  • Track all physical assets in physical or virtual locations
  • Demonstrate 'duty of care' & 'chain of custody'
  • Audit every interaction with a record, including digital signatures
  • Secure document and record access with AD & LDAP integration
  • All barcode reader devices supported, including PDAs and wireless tablets
  • Configurable Record retention policies, including notifications and destructions
  • Integrated Request Management Module including reporting & inventory management
  • Workflow management for storage, returns, withdrawals, scanning, destruction & QA
  • Administrative reporting suite including performance, capacity management and retention
  • In-built invoicing & statements module for managing rates and terms

Search, Status & Retrieve

System nomenclature can be adjusted throughout to ensure screens and labels are aligned with user-known terms and system administration users are able customise metadata settings and rules as desired. A range of search screens are provided enabling users to search on high level common fields such as 'barcode' or 'date created' right through to bespoke fields defined for a subset of boxes or files or similar. Box or file state for retrievals, returns, scanning, destruction, etc are fully tracked and every user interaction with the system is fully audited so that all file or box movements and actions can be fully traced. Data can be imported to or exported from DWLMS using simple to use tools provided as standard and role-based permissions are used to govern the screens, features and functions available to any given user.

Systems Integration

DWLMS/RMM also has a suite of APIs which can be used to integrate with 3rd party system such as a CRM or SharePoint or any other EDM (including our own ERDMS/RMM) for requirements such as metadata capture, EDM/CRM integration, document scanner workflows and other line of business operations.

Requests Management Module

Via the RMM, the file/box 'owners' have remote, secure online access to a restricted set of screens where they can search, view and manage their own inventories, change retention rules, run reports relative to their own inventories, request new stationery (flat-pack boxes, barcodes, etc) from the central filing team(s) using the DWLMS. They can also place requests upon their own files or boxes providing instructions and date/times they require these requests to be undertaken - always subject to their individual SLA terms with the Record Manager. Different levels of role-based security can be provided subject to requirements.

When a user places a request (e.g. scan, store, retrieve, destroy) it is picked up by a store operative and tracked through via the SLA during which, at any point, the end user can check the status of the request. New transfers can either be input manually by end users or store operatives, or store operatives can use simple tools to import inventories to the system, mapping metadata and generating new barcodes as required.