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| Document Management |
A great deal of a client's case file is in a non-structured form: word processed documents, emails, faxes, sound and video files, or scanned paper documents.
Total View's document management module is designed to handle all these types of documents.
Documents may be uploaded into a "vault" either via scanners, from within the document's software (e.g. Microsoft™ Word or Outlook) or directly from its file icon.
Each document is indexed with tags (or meta data) that make it easy to find and open the document later, using Total View's extensive and flexible search facilities. Any number of clients may be associated with a single document (e.g. a child and their siblings). This means that a document is not missed by the user because it was only linked to a sibling of their client and not the client themselves.
Security of documents is, as expected, extensive.
The documents themselves can be filed as encoded data, making it impossible for unauthorised personnel to simply open a file from the server.
Access to documents is by permissions based on the user's position in the organisation. If they are in more than one team, their access rights are based on all of their roles. Permissions may be set for the type of document and for the individual document itself. In addition, permission (grant and deny) may be set for individual users. This is important, for example, if the document is an allegation against care worker: they must not have access to the document, but their manager must, even if they would not normally have access to the client's records. Users can upload sensitive information, secure in the knowledge that it can only be seen by authorised viewers.
Access to documents is on two levels: open access and challenged access, which means that some users may view documents but only after having given a valid reason for doing so.
Total View's document management module is fully integrated with the Client Viewer and Combined Chronology.
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| Scanning |
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| Document Search |
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| Permission Groups |
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| Challenges |
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