ASPEN Virtual Records Center

By: Omnirim  09-12-2011
Keywords: Records Management

The ASPEN Virtual Records Center (VRC) is an innovative approach for solving everyday problems that records managers experience. All you need is a Web browser to get started and the intuitive interface makes using the VRC very easy.

The VRC performs all of the basic functionality of traditional web portals but the focus is placed on meeting your needs. Not only can you browse your inventory, request pickups, request Virtual Van deliveries and run reports, but you also have access to the most powerful tool in the industry - ArchiveMetrics™.


ArchiveMetrics provides you with information about your collection that normally would have taken days and weeks to produce, resulting in outdated information. This data is available in the VRC so that you can stay compliant and control costs all while being progressive with your paperless initiatives.

You are the gatekeeper, the enforcer, and you shoulder the responsibility to make sure it’s done right. You need a supporting cast behind you; and your vendor should be on the front lines providing you with data and collection evaluations to go back to department heads, directors and vice presidents armed with the most accurate information.

Using ArchiveMetrics™, you now have proof that departments are being compliant when sending records off-site. The information provided enables you to accurately forecast destruction costs. The data also can be used to support your conclusions on compliance, storage allocations, costs, budgets, and destructions!

The Virtual Records Center dashboard provides you with the business intelligence you need to effectively manage your records management program.

Virtual Van: A strategic alternative to physical deliveries

Having information at our fingertips is the only way to do business in today’s fast paced world. So, how can you get it cheaper and faster than traditional deliveries each and every time? Using the VRC, request your containers or files to be delivered by the Virtual Van. Your documents will be scanned into the VRC’s digital repository for instant viewing. Once loaded into the VRC, images remain available to be securely accessed at any time. Through each request your repository will grow and you’ll be headed toward the paperless future in no time.

Comprehensive Reporting for Your Records Management Needs

By using one of the pre-defined Virtual Record Center reports or by building your own using our flexible searches, your inventory is available when you want it. All of our reports are available instantly, when you need them. The VRC provides the ability to create a variety of reports that improve the control of your company’s information. They can be customized to provide more insight into account activity, inventory, online documents, and retention history. In addition, lists of destroyed documents can be created for compliance purposes.


Immediately locate your containers, indexed file folders, or media utilizing a variety of search methods. Rename, reorder, and remove data columns to customize your VRC experience. Define required fields for data entry and editing. Set standard delivery options for different types of inventory in different types of storage.

Adding Inventory

All index information for your containers and files can be added directly into the VRC through single item data entry or by bulk upload. You can enter details into customized fields and compare information online to eliminate data inconsistency, all before sending the documents offsite. If you’re not ready for a pickup yet, the data about those containers and files will remain secure in the VRC until the containers are sent off-site.

The Virtual Records Center provides full access to inventory so you can request physical and virtual file delivery, schedule pickups or deliveries, run reports, and order supplies.

Simplified Ordering of Records Management Services and Supplies

Easy-to-follow screens simplify the ordering of inventory and supplies as well as scheduling a pickup. All requests can be reviewed in your online shopping cart before finalizing and orders can be placed at any time.

Keywords: Records Management

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