In SharePoint the Ribbon Bar is a key tool that provides users with the controls to perform actions. The Ribbon Bar gives users access to many of the most commonly used controls and tools. Users are able to customize the ribbon to reflect the commands they use most frequently. Although the SharePoint ribbon improves the user interface of the software all of the functions are for electronic records. FileTrail created the Physical Item Ribbon Bar to extend the functionality for physical item management within SharePoint. 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. Staff are also given the tools to 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.
FileTrail for SharePoint delivers a specific Dashboard for the Records Manager. This allows the records manager a is also given tools for monitoring the activity related to Physical records. This includes oversight of boxes created and staged to help determine the timing to order pickup by a storage vendor. Similarly, the Records Manager can monitor request for retrieval, acting as a gatekeeper to control costs by pooling orders for specific request times from the vendor.
Complete Physical Records Management for is now available for SharePoint 2010. Now the key built-in features of SharePoint - including retention, legal holds, work flow, and more - work seamlessly on physical and electronic records.