Microsoft SharePoint 2010

Unified Records Management in SharePoint 2010

SharePoint is often used by organization for document management, but FileTrail has taken it a step further, making it possible to have a unified records management system. Unified records management allows organizations to manage both physical and electronic records within the SharePoint platform. There is no need to use a separate physical records management system or have to synchronize data between multiple systems. Utilizing multiple systems for managing records makes it difficult to search for records, prevents uniform application of retention policies, and increases exposure to risk. FileTrail's unified records management solution provides greater visibility and control into the entire inventory of physical and electronic records within SharePoint. a member of the FileTrail team today to discuss how FileTrail for SharePoint can provide your organization with unified records management in SharePoint 2010.

Print Color Coded Labels in SharePoint 2010

FileTrail for SharePoint has made it possible to print color coded folder labels from inside SharePoint. The process is simple and intuitive, and the label designs are flexible to meet your company's specific needs.

The label designer tool provides flexibility in many ways. First, several standard color sets are built in, but colors can be easily adjusted so that you can get a perfect match to your existing labeling. In addition, any label stock can be used. This means that you can continue to use the labels you are already using, and continue buying them from your current vendor.

Finally, the label generation tool allows a number of capabilities that give you the ultimate flexibility. First, label designs that are for the same label stock to be mixed on the same page, so you no longer have to print multiple batches. Also, you can specify which label to start on, allowing you to print to a partially-used page of labels and reduce waste. Finally, you can specify how many copies to print, in cases where you need multiples of the same label.

Sample color coded labels printed directly from SharePoint.

Select Your Preferred Language in FileTrail for SharePoint

Staff in offices in various countries have always wanted to use their own language when utilizing FileTrail for SharePoint. When creating this feature the idea was to help our clients with offices around the world to access FileTrail for SharePoint in their native language. In some places multiple languages are spoken, such as Quebec where some people prefer French and some prefer English, or Belgium, where English, Dutch, German and French are all spoken. The localization capabilities in the FileTrail foundation have come to fruition. Users can select their individual preference. Currently English, French, German, Spanish, Arabic, and Dutch are available. Portuguese and Chinese (traditional simplified) are already planned, but any language can be added within 30 days.

The following screen shots demonstrate the software in Arabic, Dutch and Spanish.

Physical Records Management in SharePoint 2010

Are you managing your physical records in SharePoint 2010? FileTrail for SharePoint allows you to manage your physical records along side your electronic records within the SharePoint platform. With FileTrail for SharePoint you can apply native SharePoint functionality to your physical records. The solution also adds additional functionality such as compliance tools, RFID technology to track current location of items, federated retention and legal holds.

FileTrail for SharePoint- Watch this video to learn how FileTrail for SharePoint completes your Enterprise Content Management Solution.

SharePoint Ribbon Bar

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.