Light on ease of use, heavy on feature functionality
In terms of record keeping requirements, the United States is one of the most heavily regulated countries in the world, and no one foresees it getting any less so. The laws can create major compliance problems for businesses and government agencies since they can be difficult to locate, interpret and apply, yet critical to comply with. Failure to abide by these laws and regulations could result in severe fines, penalties or other legal consequences. The only way an organization can be reasonably sure that it is in full compliance with laws and regulations is by operating a good document management software which takes responsibility for regulatory compliance.
A quality records management software program can have a significant effect on reducing operating costs as well. As companies are over-run with files, and the need for increased storage space increases, they can find themselves paying significantly more in storage costs than necessary. With a comprehensive retention schedule in place, and a solid method of managing the retention, storage costs can be greatly reduced… as much as 30-50%. That can mean big bucks saved.
Time spent searching for missing or mis-filed records is a waste of time and money. A good records management program can help any organization enhance records retrieval which correlates to improvements in office efficiency and productivity. A well designed and operated records tracking system with an effective index can facilitate retrieval and deliver information to users as quickly as they need it. This can mean increases in profitability for the company.
An unprofessional business office with the appearance of files askew stacked on top of file cabinets and in boxes everywhere creates a poor working environment. The first impression a business gives the customer and the public, as well as the effect a disorganized office can have on the morale of the staff, though hard to quantify in cost-benefit terms, may be among the best reasons to establish a good records management program. Image is critical to the success of a business.
The need is huge, the solution is simple really, providing a plan is in place and the right technology is implemented.
OPUS Lite, the not so light records management software system is an express, slightly slimmed down version of our enterprise Records Management Software product OPUS iNet. While OPUS Lite is scaled down, our users find it rich in features. OPUS Lite is designed for ultimate simplicity yet provides all the critical tracking and audit needs required for a comprehensive records management system.
Intuitively Easy to Use and Install
OPUS Lite offers a cost efficient solution which can be easily upgraded to a full OPUS iNet product if the future dictates. This solution is super simple to install and configure straight out of the box. Installation comes with six pre-configured indexing schemes which include banking, medical, insurance, legal, human resources and box archives. Users can easily modify any of the pre-configured schemes to meet the needs of the environment. OPUS Lite is Windows 7 compliant and utilizes Microsoft Access or Microsoft SQL Server as its database.
Features and Functionality
User Configurable – Users can configure an unlimited number of Metadata indexing data forms to track files, boxes or documents (or any other object type). User definable data entry rules can also be set and fields can be linked to user definable selection tables for consistent data entry.
Barcode Label Printing – OPUS Lite comes with its own WYSIWYG (what you see is what you get) file and box label designer which generates any type of black and white label. OPUS Lite also will integrate with most 3rd party color label systems on the market, such as Smead Colorbar, Labels Anywhere and Tab Quik.
Circulation Management – To assure proper control and security, OPUS Lite tracks the movement of all files, boxes and documents utilizing barcode or RFID technology. OPUS Lite interfaces with many different barcode readers including Windows CE portable devices.
Content History – A complete history of all item metadata is maintained. Which means that as records metadata content is changed, it will be tracked in history as to who made the change and when.
Archive Center Records Management – In addition to file room management, OPUS Lite possesses the total functionality to manage the records center. This includes; shelf mapping, space management and scan to shelf tracking.
Retention Management – User definable retention schedules can be defined and linked to boxes and files (or any other type of item that is being tracked). Reports and queries can then be generated to track eligibility for destruction.
Legal and Hold Tracking – An unlimited number of retention holds can be created and tracked.
Security – User definable profiles allow for turning on and off security permissions. This prevents the file room user from performing administrative functions or from possibly deleting items.
Reporting – Users can define as many ad hoc reports as necessary. Each report allows for multiple levels of grouping and any number of detail fields. Reports can be run off any item query. OPUS Lite also includes numerous pre-defined reports for inventory and circulation related reports.
System Requirements – Windows XP, XP Pro, Windows 7
