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About VirtualDoxx

RFID Find A File- Find Lost Files

SmartSafe Track Personnel

Our Partners

Nigeria Federal Civil Service Commision RFID Records Management Tracking Software
Eric Collins, CEO VirtualDoxx, in Nigeria with the team of Nigeria's Civil Service Commission. Customized RFID File Tracking & Asset Management System

RFID High Density Mobile Filing Room

RFID Police weapons and evidence storage

Files In Mobile Shelving

rfid files in mobile file room

Files in Mobile Shelving Systems provide side view reads of color code labels and easy inventorying with bar code or RFID portable readers

Rfid corner workstation with portable scanner

Virtual Doxx Workstations can be configured to track records with bar codes and RFID

Virtual Doxx
Professional Records Management Systems
Records Management Features

Virtual Doxx, Records Management, RFID File Tracking, Bar Code File Tracking, Records Management Systems, Color Code Filing Systems

Virtual Doxx Corporation Features of Virtual Doxx Records Management Software

Virtual Doxx Bar Code and RFID (Radio Frequency) File Tracking & Records Management Software Systems keeps track of file locations, streamlines workflow, automates life-cycle management, facilitates compliance and reduces the cost of doing business.

Virtual Doxx is a cost-effective SQL database 'Item Tracking' system that enables Customers to manage the location and status of any type of item or asset. The application provides complete life cycle management of all events related to all items while maintaining detailed chain-of-custody histories. The software includes a browser-based 'Search & Request' module for casual Users and a complete Application Interface for advanced Users. Virtual Doxx is fully integrated with both bar code and RFID (radio frequency) technologies, providing multiple options for easily requesting and tracking the location of items. Business rules are used to control life-cycle management. The software is fully customized for each Customer around their terminology and workflow patterns, including robust Workflow Queuing functionality.

Applications

Records
Physical Assets
Computer Media
Weapons
Evidence
Personnel
Museum Artifacts
Library Materials
Vehicles
and many others

Deployment

Hosted with Production & Backup Servers and Nightly backup to external media
Installed on In-house Server behind Customer firewall

Database & Server Structure

Scalable to Unlimited #'s of Records and #'s of Users
Includes complete input and management of Data and Meta-Data elements
Enables 'Parent' / 'Child' input from a single data entry/import screen linked by common identifier
Search Results aggregate (view contiguously) showing Parent and all Children
Report Sub-system executes direct database queries
No 3rd party licensing fees for any Software on Server (uses all open-source tools)
Software can be ported to 3rd party platforms of Customer preference

Database Population and Adding Records

Single-Entry screen customized to Customer fields & terminology
Multi-Entry spreadsheet screen customized to Customer fields & terminology
Open-File utility that enables import of host database and spreadsheet files
Auto-Import utility that defaults to data source and auto-imports without User navigation
Ability to parse fields and data structure from almost any source file

Label / Tag Printing

Fully Integrated standard, bar code and/or RFID label printing at time of Record Origination
Ability to Search and Print labels on-demand and/or place in Print Queue for batch printing
Standard and Customized Label Designs to any requirements, including:
- text fields
- primary index color-coding and secondary classification color-coding
- bar code and RFID
- graphics, pictures and Logos
Fully supports essentially any model of desktop printer, thermal printer & multipurpose printers
Ability to print labels for folders, boxes, documents, shelves, people or other items
Ability to print multiple labels and/or label formats for a single record
Exclusive provider of "All-in-One" ('RFID+File Label' patent pending) file folder labels that include color-coding, text, bar code & RFID

Electronic Form Printing

Ability to configure electronic forms for essentially any design
Auto-populates forms with host data and/or enables ad-hoc data entry
Saves all data to database and enables display of populated form(s) at any time
Ability to 'group' forms based on 'type of transaction' and batch print from single data source
Ability to cross-validate forms to ensure consistency of data elements
Ability to print forms that include a combination of label(s), different label formats and text
Ability to launch secondary form(s) and auto-populate from other form(s)
Assigns transaction # to each form and can render bar code for tracking and document scanning

Record Requests

Broswer-based Request Screen for rapid entry of key identifier and one-click Requests
Full database Search that enables Single or Batch Record Requests
Right-click on Search Results record and select Request option
Double-click on Search Results record for data / meta-data display and select Request option
Ability to designate:
- Requestor
- Destination / Person to which Record is to be delivered
- Designation of other Persons to be notified of the Request
- Designation of Request Priority (Low, Standard, Urgent, etc.)
- Free text note field
Defines 'timeframe' Record is approved for being 'Out'
Automated email Request notifications to designated File Room (File-Pull) staff
Automated Queuing of Request to Master Pull List
Automatic deletion of Records in Request Queue upon transfer (Check-Out)
Automated email notification to Requestor / Destination upon transfer (Check-Out)
Automated Check-Out to Requestor without User using software screens
Ability to print global Record pull-lists and/or individual Record Transmittal Forms
Ability to sort Request queue based on filing system methodology (alpha, numeric, etc.)

Record Tracking

Record tracking functions include any or all of the following, with optional drop-down lists:
- Record #
- Bar Code or RFID # assigned to the Record
- Destination of Record
- Status of Record (Active, Inactive, Archived, Destroyed)
- 'Reason' the Record is being transferred (to enforce compliance)
Record transfers are automatically logged to Requestor/Destination without User effort
Tracking screen enables data entry or bar code/RFID scanning to transfer a single record
Tracking screen enables batches of Records to be transferred using RFID (radio waves)
Entering or scanning Record ID # 'echoes back' and displays text field descriptions of Record(s)
Also can Search for Record(s) and right-click to select Destination from drop-down list
Also can Search for Record(s) and double-click to select Destination from drop-down list

Record Tracking using RFID (Radio Frequency / Radio Wave) Technology

RFID In/Out Controller uses sensors to Check Records In or Out semi-passively
Enables individual Record or groups of Records to be checked In or Out in batches
Automatically transfers record to Destination defined in Record Request
Sensors can be placed around file room doorway to passively track Records In or Out
RFID tags can be placed on Employee ID cards to passively track Records to a specific person
RFID 'Read Zones' can be deployed throughout a facility for 'real time' location tracking
Advanced Biometric and LED 'Doorways' can be installed to limit access to Records repository
Portable RFID Reader includes drop-down list of Locations for distributed Record inventories
Portable RFID Reader enables Searches for 'missing' files with audible BEEP when record is found

Archival (Box) Tracking

Software discreetly manages (has database objects for) both Records and Boxes of Records
Box #'s can be entered manually or scanned via bar code for transfer of Records to the Box
Records can be entered manually or scanned via bar code and 'transferred' to a specific Box
Supports portable bar code Reader for remote archiving and upload to database
Database Box Search displays Box Identifiers and shows all Records assigned to the Box
Database Record Search displays Record Identifiers and shows the Box the Record is in
Software Request feature can be used to Request Records or Boxes from external location
Retention Management of Records & Boxes is automatically managed based on business rules

Retention Management & Record Status Control

Software provides manual Lifecycle status changes using Tracking Screen or Search functionality
Automated 'Time' or 'Status' triggers programmatically control Record life-cycles
Record or Boxes due for Archiving or Destruction are automatically queued
Authorization for Archiving or Destruction is tightly controlled via queues and Email notification
Method of Destruction can be defined and detailed in queue and emailed status notifications

Workflow / Queuing

Software enables unlimited Workflow Queues
Records can be manually placed in Queues or programmatically based on business rules
Queues can be displayed, sorted, and printed

Reporting

Software includes native Reporting sub-system without dependence on 3rd party tools
Renders Reports to .csv file for manipulation and disposition according to Customer preferences
Renders Reports to HTML columnar form view for ubiquitous access and utilization
Enables unlimited Reports and multiple Report viewing and format capabilities
Search Screen enables ad hoc Reporting based on data/meta-data fields and timeframes


	Records Management Systems, Bar Code & RFID Tracking Software		RFID Records Management Software, Bar Code & Asset Management Systems

VirtualDoxx Offers a Cradle To Grave Solution To Your Project Needs


Strategic Consulting	Strategic Planning	Strategic Development	Strategic Project Management

VirtualDoxx, as a R&D technology giant offers more than just the industry leading Records Management Software or the latest in state of the art RFID Tracking Systems, we offer the ability to fulfill all your records management, records tracking, records conversion, data migration custom label printing. We are one of the few companies in our industry that can do a million records data conversion. We can convert any legacy system data and print and affix to folders a custom label. Our trained conversion department can make any merger or acquisition effortless and error free as to your document management transition.

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