Box it omnidox-records_manager_ebrochure_v1 - copy
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Omnidox is an award winning Cloud based family of Document and Records Management products. Providing secure, audited functionality to include categorisation, retention management, search, retrieval and business processing functionality, for both electronic and paper records. Omnidox offers a low cost of entry and rapid Return on Investment. Omnidox is used today by a rapidly growing number of customers both large and small, including blue chip corporations such as Virgin, Santander, Barclays, Babcock Brown and a number of Government Agencies such as Treasury Solicitors. Omnidox Records Manager enables a single view of an enterprises paper records across multiple locations as well as providing Document Lifecycle Management for paper based records. A summary of key features is illustrated below: Fully secure and audited Web functionality. Single view of records across multiple Box-it and customer sites. Omnidox Records Manager Omnidox Records Manager boxit.co.uk
Transcript of Box it omnidox-records_manager_ebrochure_v1 - copy
Omnidox is an award winning Cloud based family of Document and Records Management products. Providing secure, audited functionality to include
categorisation, retention management, search, retrieval and business
processing functionality, for both electronic and paper records.
Omnidox offers a low cost of entry and rapid Return on Investment. Omnidox is used today by a rapidly growing number of customers both large and small, including blue chip corporations such as Virgin, Santander, Barclays, Babcock Brown and a number of Government Agencies such as Treasury Solicitors.
Omnidox Records Manager enables a single view of an enterprises paper records across multiple locations as well as providing Document Lifecycle Management for paper based records. A summary of key features is illustrated below:
Fully secure and audited Web functionality.
Single view of records across multiple Box-it and customer sites.
Omnidox Records Manager
Omnidox Records Manager
boxit.co.uk
Flexibility to view and search all your records, free text search and field level search.
- Customer Configurable fields to manage and search for records, by department
and by type of record.
- Request file, box or even document retrieval either physically or scan on demand.
- Invoicing flexibility across departments, locations and or sub-accounts.
- Audit history e.g. add date of record, historical movements.
Document Lifecycle Management, automated Review Date (Destroy date) by department or document category.
Current status of record e.g. in storage, destroyed, returned to customer.
Omnidox Records Manager
boxit.co.uk
Omnidox Sales
0800 800 8000 www.boxit.co.uk
Secure Cloud Storage, Search, Retrieval and Audit History
Omnidox
Inbound
BPM LayerMailroom• Work queues• Workload balancing• Returned mail• Customer Service processing• Sector / departmental
HR• Self Service• HR Workflows• Reports• Retention Management• E-payroll
Accounts Payable• 3 way matching• Electronic and paper processing
Accounts Receivable• E-billing• E-mail integration
Forms Processing• Compliance• E-forms• Customer surveys• Account opening
Future Modules• Pay per view• Planning• Contract• Legal Management• Business Continuity (battle box)
Enterprise RecordsManagement
Paper Documents Digital Documents
Digital and Paper
Data Capture Process
StorageDestruction
Inbound
StorageDestruction
Outbound
DIAGRAM TO BE REPLACED
WHEN FINALISED
Omnidox Records Manager
Omnidox Sales
0800 800 8000 www.boxit.co.uk
Reporting and Insight
Data presentation of the data you need as and when needed. Each customer can configure the fields to be displayed for specific users depending upon their role, department or location, alternatively a user can configure the fields they want to see (subject to their user rights) or display a ‘full’ view showing all fields of information.
There are a number of reports incorporated into the base product such as:
Records by year or date-range of submission to storage.
- By parent or sub account.
- By Storage location.
- By Department.
Items due for review within a user defined date range, selected users can then edit review dates, print destruction request forms which require signature and notification to Box-it for secure records destruction.
Items retrieved and not returned to storage within a user defined time period (e.g. all boxes ordered a month ago and still at status out with client).
Activity based reporting for example by user, department within a time defined period;
- Collections.
- Retrievals (paper).
- Retrievals by scan on demand.
- Urgent retrieval requests.
Audit trail reports (by account / department) who did what when.
Reports can be exported to Excel or as PDF.
Overview
Omnidox Records Manager is a powerful records management application that enables user organisations to create, manage and maintain the addition to and retrieval from archives in a structured and consistent manner, ensuring the integrity of the catalogue data and removing traditional dependency on “local experts” to perform this vital function.
Organisations can create their own archive classification system within Omnidox Records Manager, and users complete this data dynamically as they add content to archive boxes, using drop-down selections, validation rules and other data input aids which have been pre configured within the system.
Omnidox Records Manager provides our clients with a flexible, configurable, facility that allows them to view existing archive data regardless of where the physical box or file is stored.
boxit.co.uk
Omnidox Records Manager
Omnidox Sales
0800 800 8000 www.boxit.co.uk
When a user creates a box, they enter their classification data into Omnidox Records Manager, together with the box label number (box bar code). This is the barcode label generated by us and stuck to the box when it is made up. The box bar code number is the link back to the warehouse management system (O’Neil).
Users can request containers from any storage location, and Omnidox Records Manager will automatically allocate the requests to the site holding those containers for retrieval and delivery.
User specific reports can be configured based on the data stored, in association with the relevant data stored in O’Neil. These reports can be delivered by email on a regular basis, or run ad-hoc when required.
Omnidox Records Manager is a single, centrally hosted system within secure, resilient environment.
RegionalOffice
Omnidox Records Manager
UserFunctionality
MultipleInstances of RSSQL
AutomaticNotifications
ORM(Central RSSQL)
User andPermission
Management
PasswordManagement
Box and File Data
Management
Allow RemoteUser Access
Print NBDS View, Updateand Add File/Box
Information
Reporting Form Design
Request Retrieval
ReportingDestruction
Request Scan on Demand
Request Pick Up
Omnidox Records Manager
Send Requests
boxit.co.uk
For many years managing paper documents has been carried out typically using spreadsheets or custom built databases, Omnidox Records Manager takes this to the next level enabling management of records irrespective of their location and ensuring compliance with regulatory requirements with full document lifecycle management capability.
User and Password Management
Client Administrator – is able to set up their own users, access rights, reporting and data visualisation.
User – is able to set up their own Forms (or be restricted so that they cannot create forms). A user is able to catalogue at an Account, Department or Sub-Account Level. A user/account can be assigned Retrieve Only or Taxonomy Client permissions.
Omnidox Records Manager has a generic password policy which will be setup initially. Users will not be allowed to modify passwords, when a user account is set up an automated notification e-mail is sent to the user, notifying them of their new password. All users should be prompted to change their password at their first log on adhering to administrator controlled rules such as password length, frequency of change, characters etc.
Client Interaction
Once new file or Box data has been inserted, the user is able to request a collection and to raise a New Box Deposit Schedule. The client is also able to request a number of archive related activities, such as:
Scan on Demand, Collection, Delivery, Delivery on Same Day, Destruction, order consumables.
Omnidox Records Manager will allow importing of box and file data (using a standard template/format) for records that are stored outside of the Box-it Business. These could be at your site or even an alternate storage provider, a single unified view of boxes and or files irrespective of their location.
The data mapping exercise will include records stored with Box-it today or those records moving to us.
This will also deliver:
Validation of an item’s barcode with the O’Neil database.
Validation of each field’s data and data type.
Allow sortation of column headers.
Export selected records in csv format.
Upload the validated data to Omnidox Records Manager.
Omnidox Records Manager
boxit.co.uk
Omnidox Sales
0800 800 8000 www.boxit.co.uk
NEW SCREEN SHOTS TO GO HERE
Key Benefits
A single interface from which users can access content, request retrievals and add records regardless of user or storage location.
- Removes risk associated with localised catalogue lists which are maintained and accessed
by individuals.
Provides strong classification and categorisation features for users.
Manages user access control for cataloguing and or retrieval (set by individual user roles).
Emulates corporate file plan rules.
- Set up can include hidden “review date” criteria based on pre set rules (overcomes user
reticence to commit to a review for destruction date).
Compliance and good practice through regular management reports.
Add-on Functionality
Mobile Versions
Omnidox Records Manager offers a thin desktop based interface for Omnidox supporting iPhone 3.0+, iPad 2.0+, Blackberry with OS 5.0+, Android browsers.
Omnidox Records Manager
Omnidox Sales
0800 800 8000 www.boxit.co.uk
Box-it UK Limited
Winnall Down, Fair Lane
Winchester, Hampshire SO21 1HF
Tel: 01962 830 200
Fax: 01962 830 300
Email: [email protected]
boxit.co.uk
