FileTrail 4-1

Webinar: Information Governance Solutions for Oil & Gas

In July, we kicked off our Thought Leadership webinar series. Over the next few months, we'll discuss applied information governance strategies across a vast spectrum of verticals. We'll cover everything from the basics to live FileTrail demos and testimonials from current customers. Below is our second oil and gas installment, which covers information governance solutions specific to the energy industry. Hear from Nick Burge, from Hilcorp Energy, as well as our Global Sales Director, Jonathan King, and Jim Merrifield, FileTrail's Director of Information Governance.

If you have a few minutes to spare after watching our webinar recording, we'd appreciate your feedback through an anonymous survey. You can also sign-up for our newsletter here, and we'll send you brief, periodic updates on upcoming webinars and other free resources.

Cloud Computing Cuts Cost of SharePoint Solutions

In recent years Cloud Computing, formerly called Hosted Solutions or Software-as-a-Service, has become a popular option.  It reduces capital outlay in exchange for a monthly fee, shifting the cost of a solution from capital expenditure to operating expense. FileTrail has used Cloud-compatible development tools since 2001.  We first began hosting solutions for our clients in the Summer of 2001.  Today we host solutions for clients in many industries, with organizations from 100 to 5,000 employees, including Fortune 100 companies.  These clients are managing a range of 2,000 to 4 million items, that include physical records, assets, evidence, and more.

The newest release of our product continues to utilize this technology as Cloud Computing has become more popular.  This includes our FileTrail for SharePoint product as large enterprises are increasingly hosting SharePoint solutions.

Records Managers Have Oversight Using the Physical Item Dashboard in FileTrail for SharePoint 4.1

FileTrail has enhanced the Physical Item Dashboard with additional metrics and functionality.  FileTrail’s unique approach makes it automatically adjust to fit the individual user, relying on security settings.  This provides different, but appropriate, sets of metrics and functionality to users in different roles.

  • Records Managers gains oversight of activity and work to be done at an enterprise, national, regional or office level.
  • File Room Managers gain oversight of activity and work to be done in their file room.
  • Records Center Managers gain oversight of activity and work to be done in their file room.
  • File Room Staff are alert to work to be done in their file room, including files to pull and deliver, boxes to order from storage, new files to create and label, overdue items, and more. 
  • Records Center Staff are prompted for work to be done in their facility, including pickups, retrievals, auditing, and more.
  • Records Coordinators gain oversight of requests and activity related to the staff they support.  They may be given access to create, label, search, request, box and archive physical items.
  • Department staff are presented with a summary of their pending requests, items checked out to them.  They may be given access to create, label, search, request, box and archive physical items.

New RFID Tagging Function Simplifies Tracking

FileTrail has released a new feature for its two latest RFID SmartMobile models – the S214 and 3090.  Now, RFID Tags can be easily assigned using the portable RFID reader.  This allows back-conversion of items or tagging of new items without requiring that they be brought to a central desk.  This is a great breakthrough for clients using FileTrail to track file folders, boxes, assets, furniture or evidence.




Ribbon Bar Manages Physical Records in FileTrail for SharePoint 4.1

In SharePoint the Ribbon Bar is a key tool that allows users to perform frequent actions and actions against multiple records.  In an out-of-the-box SharePoint implementation, the Ribbon Bar gives users access to functions such as creating a new document, uploading new documents, checking out multiple documents and more.  However, all of these functions are used with electronic records.  FileTrail created the Physical Item Ribbon Bar because SharePoint has no functions that deal with the unique needs of physical items and records.  This Ribbon Bar appears in SharePoint automatically once the document library has been registered.

The Physical Item Ribbon Bar provides tools for staff who are responsible for creating new records.  The New Physical Item function supports creation of new records.  While bar coded and even color coded labels may be printed from the Ribbon Bar.  Labels can also be re-printed if needed.

The Physical Item Ribbon Bar provides tools for staff who are responsible for archiving.  Staff can create new boxes using pre-printed bar code labels from their vendor, then fill boxes with records using a bar code scanner or search-and-select.  Staff can also search and request retrieval of archived records.

The Records Manager is also given tools for monitoring the activity of staff who use the Physical Records Ribbon Bar.  Oversight of boxes created and staged help determine the timing to order pickup by a storage vendor.  Similarly, the Records Manager monitors requests for retrieval, acting as a gatekeeper to control costs by controlling request priority and pooling requests into an order once or twice per day.

The Physical Item Ribbon Bar provides many other tools for staff to work with and process physical items and records.  In addition, the key built-in features of SharePoint – including retention, legal holds, work flow, and more – work seamlessly on physical and electronic records.

The Physical Records Ribbon Bar provides users with functions specific to handling physical records.