| ||Eloquent Records™ |
|Records Overview |
A Business Classification Scheme and Retention Schedule is central to the system, controlling all workflow activities from filing to final disposition. Eloquent Records can be configured for inactive records only: accessioning, allocating warehouse space, retrieval and tracking, legal holds, and timely disposition. Or, you can start by opening physical and virtual folders for both electronic and physical active records.
End-users file their own e-records using Add-ins for MS Outlook, Word, and Excel as well as the Eloquent File Explorer for filing SharePoint documents and any other digital object from local or shared drives. The Records Department maintains control by allocating each user only the folders they require for filing purposes and by auditing all newly filed e-records.
A single portal gives users access to all records for which they have security clearance. Electronic records are downloaded or viewed online. Physical records are requested with direct entries into the database or with automatically generated e-mail. Users can register themselves as members, monitor their accounts, and update their own demographics. They also gain access to additional function that may require writing to the knowledge base or receiving output as e-mail attachments.
The Retention Schedule is accessed on-the-fly as required for use in conjunction with the trigger date on the folders to determine disposition dates. A change in the retention rules is required in only one place – no cumbersome global changes. The Classification Scheme and Retention Schedule is a comprehensive sub-system with a hierarchical structure of several levels. The use of synonyms, alternate terms, and relationship links makes it easy navigate. The supporting legal text is either included or easily accessed with a link to the online authority, ensuring compliance with PIPEDA, Sarbanes Oxley and other regulations.
The advanced architecture of the software permits several branches or institutions to share a system, giving local autonomy over some functions and centralized control over others, enhancing client service and simplifying standardization of vital processes.
Eloquent Records integrates with Eloquent Librarian and Eloquent Archives for a complete Enterprise Knowledge Base with federated searching.