Getting Started

Before you start entering box and file information it is important that you configure the application to suit your particular organisational requirements.

Below we provide a simple 12 step guide to getting Docsminder up and running. The following provides a brief overview of each of the 12 steps;

Organisational structure ...

Step 1 - Offices

Docsminder can be configured to suit organisations with multiple office locations. Upon logging into Docsminder for the first time you will be required to enter basic information of at least one office. For most organisations the details of a single office will be all that is required.

For each office you will be required to type in some basic administrative details such as office address and contact details. Assignment of commercial offsite storage companies is also available, should they apply. See Offsite providers below.

Step 2 - Departments

Structurally, many organisations (particularly of medium to large size) have multiple departments, for example, Human resources, Finance, Sales etc. Departments are optional.

Step 3 - Master classifications

A Master classification is simply a high level/ general grouping of documents related to a similar business activity. For instance, the Finance department may have Accounts payable and Accounts receivable.

Master classifications are typically only used by large organisations with complex business processes where they assist with the logical break down of documentation into more manageable units.

Step 4 - Document classifications

Document classifications are similar in concept to Master classifications in that they constitute a grouping of documentation that relates to a similar business activity. The difference is that a Document classification represents a more discrete unit/classification of documentation. For example, in a large organisation utilising the Master classification 'Accounts payable', Document classification subcategories may include 'Cheque payments', 'Purchase orders', 'Delivery dockets' etc.

Determining how to divide documents into Master and Document classifications is a matter of discretion. As a general rule, the larger the organisation the more practical it will be to implement Master classifications. Master classifications add unnecessary complexity to the record keeping processes of smaller organisations.

Other configuration issues ...

Step 5 - System users

In order to log into Docsminder a user account must be established. Basic details for each system user, including name and contact details must be entered, along with user name and passwords.

Importantly, the authority of each user to access information related to various Offices and Departments (if applicable) must be configured. Access to rights to program functionality must also be configured by the System administrator.

Step 6 - Offsite providers

Many organisations today utilise the services of commercial document storage companies. Docsminder enables the tracking of any box or file, whether it remains within the office or transferred to off-site storage.

Docsminder seamlessly integrates the use of off-site storage centres by enabling the registration of their contact details as well as product and service offerings. By entering the details of your organisation's off-site service provider you are able to generate automatic service requests for retrieval or collection that can be either printed and faxed or emailed directly.

Step 7 - Box identification

Logically, every box registered into Docsminder requires a unique reference number, referred to as the Box ID (identification). Docsminder provides two options; Direct input - requires the user to enter a predetermined box number (such as barcode number) Automatic box numbering, incrementing from 1. Requires no user input.

Step 8 - File identification

As with box identification, every file registered into Docsminder requires a unique reference number, referred to as the File ID (identification). Docsminder provides five options; Direct input - requires the user to enter a predetermined file number (such as barcode number) Automatic file numbering - there are four options for automatically generated file ID's designed to integrate with existing colour coded filing solutions.

Step 9 - Box sizes

Docsminder incorporates a storage area management function that enables storage containers to be automatically assigned to available on-site storage locations. To assist in the assignment process it will be necessary to define the different size boxes in use.

Docsminder is automatically configured with a 'default' box size. Additional box sizes (with different dimensions) can be configured.

Step 10 - Active file areas

Docsminder manages the storage and tracking of files throughout their entire life cycle. Most files begin life in the 'active phase' where they must remain easily accessible for quick retrieval. Active files typically relate to the current financial year, however, particular documentation may remain active over a number of years, such as staff records.

Docsminder enables the configuration of multiple Active file storage areas (such as lateral storage or compactus units) to which files may be assigned during their active life.

Step 11 - Box storage areas

Many organisations retain a secondary storage location on their premises for the purposes of storing boxes filled with semi-active or inactive records.

Docsminder enables the configuration of multiple box storage areas. Not only can storage locations be defined, they can also be configured with specific storage positions. For instance, Storage Room 1 may have the capacity for the storage of 400 archive boxes. Each of these 400 storage positions can be configured, thereby enabling Docsminder to track not only the storage room within with a given box (and its file contents) is located, but also it's exactly storage position.

Step 12 - Email scheduler

Docsminder has an inbuilt email scheduler system that enables, for instance, the automatic generation and email notifications for box and file movement activities. For instance, when requesting a box or file from off-site storage an email request can be automatically forwarded to the commercial off-site storage centre.

Basic configuration of Docsminder's inbuilt email scheduler system will be required before you can use this function.

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Other websites

	archivemanagement.com.au
	securedoc.com.au