Government: Other

Problem

Government agencies continually face pressures to serve their mission, address public or legal challenges, and continue to perform under the constraints of budgets that fail to grow as fast as the agency workload.

Agencies are recognizing that to succeed they must streamline processes. Centralizing control over paper records, automating manual tasks, and applying retention policies are seen as a way to reduce costs while increasing control.

Solution

FileTrail helps agencies create efficient, centralized filing systems, streamline records-handling processes and apply records retention policies. As a result, staff spend less time retrieving and handling paper-based records. Also, automation of archiving, retention and destruction save time while providing better control over records and their disposition.

FileTrail provides agencies with rapid access to information which enhances decision-making and helps bring them closer to compliance with prevailing laws and regulations such as 21 CFR Part 11, HIPAA and the Sarbanes-Oxley Act. Security rules are automatically applied to control who may search, view, modify, request, browse or check-out paper records.

FileTrail has proven solutions in:

• City Government
• County Government
• Federal Agencies
• Military

Benefits

FileTrail has market-proven solutions that offer the robust functionality and the flexibility to meet the challenges of regulation and cost-cutting. Your FileTrail solution allows you to:

• Meet legal requirements such as Sarbanes-Oxley Act, Basel II accord and SEC 17a
• Accurately describe and manage any number of different times of records, i.e. application, registration, loan files, HR, grants, correspondence, etc.
• Streamline retrieval and transmittal of archived records
• Integrate with upstream systems to eliminate data entry and standardize data
• Store and access electronic documents and images for review
• Control and document access to confidential material
• Document the authenticity, integrity, and chain-of-custody of records
• Log of all changes to a record throughout its lifecycle
• Ensure individual accountability for actions initiated by any user

Features

FileTrail provides sophisticated automation to serve all staff, many departments, or multiple campus locations:

• Save time with search tools at every workstation
• Eliminate manual searches for files
• Stop broadcast emails looking for lost files
• Automate creation and labeling of files
• Prevent creation of duplicate files
• Automate archiving and retrieval from off-site
• Automate file room check-in and check-out