Records Management (Barcode)

Reduce cost and minimize risk by managing your records the smart way

In the age of electronic document management and imaging, physical files are still used by many firms. The cost of misplacing or misfiling the paper file in terms of time, client relations, and even liability, can be astronomical. PerfectLaw^® provides a Records Management System (RMS) as part of its All-in-One^® Software suite to provide you with the tools to minimize – if not eliminate – these risks.

PerfectLaw^® RMS manages every phase of the paper-flow process throughout the entire life cycle of a pending matter. Its database tools allow any authorized user to track, not just the physical location of every file folder, but its every move: who has it and where, and how long they have had it.

Functions

• File folder labels are printed with barcodes that correspond to the matter and folder ID
• Folder labels can show client name, matter name, folder name, area of law, responsible attorney, filing or open date, or any other matter or folder attribute desired
• RMS database can be easily searched to find the location and user assigned to any folder
• Circulation history is tracked as folders move throughout the firm
• Each movement is an RMS transaction where the TO/FROM information is entered manually or by barcode scanning
• Check-in/check-out files between permanent or temporary locations known to the RMS
• Wait lists can be produced and e-mailed to the person currently in possession of a file if the file is requested elsewhere
• Periodic “sweeps” of known RMS locations, file drawers, offices, and boxes help find misplaced files by updating the RMS database with each folder’s current location; if a folder is on a “lost” list, it can be returned to its permanent location

Benefits

• RMS allows you to minimize the problem of lost or misplaced files and ensures checkout and file location accuracy with customizable barcode folder labels and handheld barcode scanning
• Lifecycle file management both schedules and enforces faster final file disposition, reducing the amount of on-site and off-site physical storage required
• RMS supports a rules engine for lifecycle retention – which can be tailored to each practice area and folder type – that allows you to manage and dispose of physical fi les faster when combined with PerfectLaw® Document Management
• System (DMS) and the Paperless Workflow® imaging system, document profile records are not only linked to the online image of a document, but they also tell you which folder holds the original physical document, the folder’s permanent location, and where that folder is now; these features also allow you to quickly and easily replace lost files