In order to create a professional, high-quality and manageable archive, to ensure the efficiency in case of a search, and to keep accounts of mutations such as lending, relocation or insertion, it is of the essence to index the archive effectively.
OASIS incorporates your existing company structure into its database so your staff can continue to work within an environment that they are familiar with. Examples of this would be existing departments, locations or working groups. In addition, OASIS registers each archive record based on the stated indexes. In the course of this registration, the records are supplied with a unique barcode, to which the index is linked. This index will be the search engine for retrieving, consulting and requesting your archive records in the database.
OASIS advises and guides you in determining the level of registration you desire, dependent on the frequency of your requests:
- At pallet level
- At box level
- At binder level
- At file level
- At page level
OASIS offers you the possibility to carry out such registration yourself. To this end, OASIS’ own ICT department developed the “Mutation Control System” (MCS). This user-friendly and secure web interface provides a uniform way of indexing by means of predefined structures and helps you to correctly incorporate both old and new files as well as their link to a location, a department or a destruction year, for example.
In this way, your existing information management is optimized and you obtain a database in which:
- all active and passive archive records are known and registered (“tracking & tracing”);
- all physical and digital information records are mutually linked;
- all information records can be consulted and requested online.
Finally, you are the one who determines who has access to which archives in the database.
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