Folder and document management in the archive
With the COSYS complete solution for barcode/MDE supported folder management and document management, the overview in your archive is guaranteed.
Do you know it?
Whenever you need something very urgently, it is not there or at least cannot be found. Employees take files out of the archive without documenting it? The contents of most folders are not maintained in a system and require a search to be found?
You manage a large number of folders, documents or files in an archive? Are you responsible for managing an archive of an authority or an insurance company? Then you´ve come to the right place!
Practical application of the COSYS folder management solution
At the beginning, an initial inventory must be made. All storage locations (shelves, cabinets, employees´ workplaces... etc.) are marked and entered into the system.
After that, the individual folders and documents are marked with a barcode and recorded. A wide range of information can be stored for each folder. This includes client, customer, address, e-mail address, telephone number, content of the folder and all other required information. These can be easily edited afterwards via the COSYS WebDesk.
After all master data such as folder and storage location are known to the system, every movement in the archive can be recorded.
If an employee removes or relocates a folder, a quick scan with the MDE device / smartphone and an indication of the new storage location is sufficient. The data is transferred to the COSYS WebDesk. There, the current storage location can be retrieved at any time.
If desired, damage or other special features can be recorded directly in the software solution with the integrated camera. These can also be called up in the COSYS WebDesk.
The solution essentially consists of labeling (with barcode) and recording of all documents or folders (corresponds to the principle of an initial inventory) with your associated storage locations and the subsequent management and order on the PC:
First, the storage locations (shelves, compartments) are marked. During the initial inventory, the storage location number is first scanned using the barcode, followed by the folder that is stored in this storage location. Both data records are married together for later export to the PC software. Subsequently, additional information (e.g. description, photo) can be added to each data record (module "Initial inventory").Subsequently, information can be conveniently retrieved for each folder and storage location using special search and filter functions with MDE or on the PC (from the database). This can be done either via the scanner by scanning the storage location or the folder (information with MDE) or the information is provided via the PC software (COSYS WebDesk) using appropriate search and filter functions.
Features document management :
Management of your archive via COSYS WebDesk
Inventory of your documents and folders
Barcode scanning of storage locations and documents
Advantages document management :
Traceability of documents and folders
Better overview into your archive
COSYS Folder Management Software Solution
COSYS Ident GmbH from Grasdorf (near Hildesheim) is one of the leading providers in the field of mobile software and complete solutions with the corresponding backend modules for the management of mobile captured data on the PC. For the barcode or MDE supported folder and document management, COSYS has been offering a complete solution for years.
The complete solution consists of software, hardware and required services. The software is divided into 2 areas. Firstly, the software, which ultimately runs on the respective MDE device or smartphone and is used for the initial inventory as well as stock transfer and folder information, and a backend, the COSYS WebDesk. There, the recorded data (folder, folder contents, storage location, etc.) can be managed. The captured data is transferred from the MDE device or smartphone via USB, Ethernet or WLAN connection directly to the backend. This way, every movement of folders, documents and files is captured. The search and filter function makes it possible to quickly find folders or similar items. Different criteria such as name, folder number, year or content can be used for the search.
Either MDE devices or smartphones serve as hardware. Both can be ordered via COSYS. The COSYS software can be played directly on the device. A label printer can also be integrated on request.
Download PDF – Solution description
