TOTAL VIEW: RECORDS VIEW Records View manages paper records and archives held in record stores and in informal stores and cupboards throughout the authority.
Manage Paper Files
Paper files are registered in the Total View database in the same way as electronic document (in Document View). Users can then see all paper files and archives available for a client or organisation, and request it when they need to inspect it. The system then manages and monitors the movement and location of all paper files.
Multiple Stores
Record View can be organised with any number of record stores, with some being main stores and others being satellite stores. Each store may be configured with different bin/row/shelf structures as required.
Locally Held Files
Users will often hold paper files locally in their own office. With Records View they can register all of their files so that other users are aware of their existence and can request them if needed. This ensures complete control of all client and organisation related information throughout the authority.
Request for File
All paper files registered with the system are visible to users (subject to security) in the same way as electronic files. The only difference is that they clearly cannot download a copy. Instead they can request the file to be transferred to them. The system handles the request according to its location (at a store or with another user).
Trace Location (even in transit)
By registering all paper files and then managing requests for files, the system is able to offer users and manager a complete trace on files held by the authority, including those in transit between locations and/or users.
Picking and Despatching from Store
In the stores and record archives Record View helps by organising the picking and despatching process from receiving a request from a user, to finding the file in the store room, to despatching it to the user.
Store Automation
Record View includes facilities to automate store activities through the use of bar codes and hand held computers.
SEE ALSO DOCUMENT VIEW
Document View gives users access to documents and "unstructured" data related to their clients. It acts as a document vault where documents are connected to clients and/or organisations.
ORGANISATION VIEW
Organisation View is a single point of reference to information about organisations of interest, such as care homes.
Total View
