Municipal Records Management System

Rapidly improve the efficiency of your municipal offices when you upgrade to a paperless filing system.  Remarkably, it takes less than half the time to scan and index documents than it does to manually file and retrieve the information from folders.  Not only that, but with the WinOcular Municipal Records Management System (MRMS), you’ll correspondingly increase the organization of your information and provide simultaneous multi-user access –steps that further increase ease of use and save everyone time.  

The MRMS actually is actually two powerful solutions:

• Complete Document Capture, Imaging and Organization:  Become a completely paperless office to improve workflow and reduce clerical tasks
• Hardcopy Folders management: The CRMS also provides an advanced management and organization solution for your hardcopy records.

Document Capture and Management:

When scanning documents you can profile each using the following criterion:

• Subject Type

• Folder #

• Folder Name

• Document Type

• Document Date

• Document Description

• Retention Date

The Subject Type field helps categorize the information into logical groups. 

Example Subject Types:

• Contracts

• Bonds

• Board minutes

• Legal resolutions

• Ordnances

• Zoning

• …create your own to meet your needs!

Each Folder is further classified to adhere to the Texas State Local Records Retention Schedule, which automatically calculates the retention date of any document.  Additional state records retention schedules are also available.

Here’s a partial list of Folder Retention classifications:

•  Records Series Item

• Records Series Title

• Vital Records

• Archival

• Total Retention

OCR/ICR/WIT indexing

Documents scanned for corporate records management can be automatically indexed using words and phrases found in the document itself.  This provides the ultimate in flexibility for users who are tracking down documents –as well as all other possible documents related to an issue.

Search Optimization tools

·         Noise word lists eliminate non-essential words from indexes (a, the, and, plus common words selected by the end user)

·         Dictionary files highlight non-standard key words to enhance searches

 With MRMS, any document is just a mouse click away.  Simply choose the information you want to search on to instantly retrieve a list of all images, documents and related information.  You’ll find a list of everything associated with the search and then can pull up the document for your review (or print, or email).  You can further enhance your searches by adding WIT (Word-In-Text) functions that actually search the contents of the documents for relevant keywords!

Multiple levels of security protect sensitive documents and files from unauthorized viewers.   Each user has a security access level and each document has a sensitivity level.  Depending upon the access level of the user, they will see only the list of documents that is appropriate for their security access level.

Your system administrator controls all user names, passwords, security access levels and document sensitivity levels.

Hardcopy Document and Folders Management

Even as we are propelled into the paperless world, the reality is that we must often keep hardcopy records.  To facilitate a streamlined paperless records management system, AND help manage this fact of life, the MRMS incorporates an advanced paper document and folder management system that works in parallel with the paperless technology.

The MRMS organizes the paper storage by creating a folder tracking system that prints folder labels with bar codes.  It also organizes your folder check-out and check-in processes.

• Retention schedules

• Check-in / check-out Management

•  Including both person who checked out document and on whose behalf

• Delinquency reporting to find folders that haven’t been returned when expected

• Retention schedules

• Linked to your state document retention policies

Physical document location management

To further aid paper document tracking, the CRMS also features a way to log the specific location of the physical folders.  This can include room #’s, shelf #’s, box #’s and other appropriate location information.

Features:

• Variable user defined index fields by subject type
• Field validation for critical index fields
• User defined Subject & Document types
• Interfaces with Caere M/TEXT OCR software engine
• Powerful queries using index fields in conjunction with Word-In-Text searching
• Saved queries for use at a later time
• Record storage in standard Image File Format along with Word Processing & text formats
• Microsoft Windows® ‘98, NT, 2000 and XP operating System
• Five levels of security
• Conforms to Texas (or your state) Administrative Code for electronic record storage
• Utilizes Texas (or your state) Local Records Retention Schedules
• SQL compliant database
• High Speed Image printing
• Folder Tracking with bar coded folder labels
• Document archival to CD-ROM, DVD-ROM and DVD-RAM optical media

Benefits:

• Integrates ALL types (formats) of information into one central database that is easily accessed by multiple users –even when physically located in different locations.
• Clerical time required to scan and index items is less than half of that required to manually file and retrieve folders of information.
• Account Folders cannot be misfiled or lost.
• Eliminates the burden and cost of
  • paper storage
  • microfiche
• Eliminates the manual look-up of documents.
• Allows users to route images and files to other users for follow-up
• All Objects (Documents, scanned images, files, etc) can be printed, faxed or e-mailed