Unified Records Management

5 Critical Tools for the Best Information Management Solution


Every organization will eventually require an information management solution. Whether this will be for email management, electronic documents, and/or physical records and assets tracking, here are the 5 most critical tools that the best information management solution for your organization should have.

1.       Information Governance Framework

Information Governance (IG) should be your first concern and so should it be for your solutions provider. IG not only builds a framework for corporate governance and compliance standards, it ensures that your information is protected and secure. If yours is an organization that intakes hoards sensitive client matter, then an IG framework is vital to the health of that information and how it’s managed.

2.       Configurable Taxonomy

A set in stone taxonomy tree will not allow for the growth and change expected within organizations. Your information management solution should ask for and require a configurable taxonomy that allows access for flexibility as your company scales, changes, and evolves. Ensuring that you’re capable of altering your taxonomy also ensures that this taxonomy will continue to work for your organization as more information needs to be managed effectively.

3.       Unified Visibility for all Records & Assets

Everyone dreams of being able to see their electronic documents, emails, and physical records all in one place. Wouldn’t it be nice to hop onto a search bar and know that you’ll be able to pull up both, physical forms and their electronic document counterparts? This isn’t a dream. It exist now so know that you should be able to ask for and expect it with your information management solution. Accessing a unified and fully visible user interface to retrieve information allows users to find information while saving time and resources.

4.       Full Text Search & Advanced Search Functions

Google does this and users use this feature in their everyday life. Your information management solution should be no different. A full text search allows users to type in full terms and utilizes the information’s metadata to locate matching files and records. Alongside full text search, expedite your reach by using +/- search functions that include or exclude keywords. These two tools will save organizations many hours of time spent searching compared to searching on outdated systems. Full text search with advanced search functions is easier AND faster.

5.       Disposition Alerts & Dashboard

Retention schedules are a pain to moderate. Thankfully someone somewhere in the tech universe has figured out how to automate it. Now, all your organization needs, is access to is a disposition dashboard that visibly displays retention schedules and disposition alerts so that defensible destruction is just a click away. Organizations should no longer waste huge amounts of time skimming files at random to find the files that are disposition ready. This solution resolves the issue at hand, the inefficient spending of time and resources.

As information management solutions evolve to align with the growing needs and concerns of the population, we find these 5 tools to be exceptionally time saving and headache reducing for not just the user, but the IT team, Information Officer, and legal department. Your organization should have each of these 5 critical tools as a priority when searching for or simply reorganizing your information management solution – with this, everyone wins.


FileTrail Inc. Launches New Division to Serve Growing RFID Market

RFTrail is FileTrail Inc.’s new division focusing on Enterprise RFID systems for managing and tracking physical assets through the company’s Unified Asset Management solution. RFTrail was launched in response to the increasing need for companies to manage multiple classes of assets within a single comprehensive solution.

San Jose, CA – January 15, 2013 – FileTrail Inc., the leading provider of records management and RFID solutions, today announced they have launched a new division that focuses on Enterprise RFID systems for managing and tracking physical assets through their Unified Asset Management solution. RFTrail – http://www.rftrail.com – focuses on Enterprise RFID systems for managing and tracking physical assets through their Unified Asset Management solution. This new division was launched in response to the increasing need for companies to manage multiple classes of assets with a single comprehensive solution. Hundreds of RFTrail clients have experienced the benefits of tracking physical assets using RFTrail's Unified Asset Management approach that yields immediate benefits. This advanced Smart software’s user-friendly interface allows users to view the status, location and history of assets, while its easy-to-use tools let users manage assets throughout their lifecycle.

“RFTrail is bringing the next generation of RFID software to the market place today,” said Darrell Mervau, President of FileTrail and RFTrail. “Our Smart software approach brings a set of tools which are configurable to meet any asset’s requirements - including security, compliance, chain of custody reporting and more. Utilizing our extensive and unmatched experience with RFID technology, coupled with our Smart software approach, we can deploy systems which have a substantially faster ROI,” concluded Mervau.

RFTrail’s solutions scale to meet the needs of any organization - from the Global Fortune 500 customer to the small and medium size enterprise. The Smart software approach allows RFTrail to tailor solutions for specific industries and to meet any company’s unique needs without the need for custom development. RFTrail’s RFID solutions allow organizations to benefit from ensured compliance, increased asset visibility, strengthened security and streamlined auditing processes.

“RFTrail fills an important and unmet need in the market for Unified Asset Management solutions,” continued Mervau. “We have systems deployed on five continents and RFTrail caters to a broad category of vertical markets seeking to gain control of their assets. Our customer-proven Enterprise RFID system has been exceeding the expectations of our customers since 2002.”

View the complete press release here.

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.