Virtual Doxx Corporation Features of Virtual Doxx Records Management Software

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

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

• 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

• 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

• 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

• 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

• 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 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

• 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

• 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

• 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

• 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

• 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