There are currently in excess of 5 million files being managed by TranSearch within Accountancy Firms across Europe with many 10’s of millions movements per year.

TranSearch

TranSearch, our barcode / RFID enabled software allows the tracking of files and documents across distributed offices. Each file, document or folder is tagged and a database system allows the tags to be tracked as they move around offices. Transearch has a proven track record within the insurance field of managing and tracking files effectively, securely and accurately.

TranSearch not only allows you to manage and utilise your own storage but can also interface with any other third party storage provider(s) you may have. The system can also control authorisation levels so that you are able to manage who can have what levels of access to each file thus ensuring total control of your records.

The key points

The items below detail the additional functionality built into the core TranSearch application for Accountancy firms. All the items are in addition to the standard Transearch WEB and Windows based functionality.

• From creation date through to expected archiving date, reminder emails are sent periodically to remind auditors/team members that files have yet to be archived.
• Strict business rules built-in to ensure correct data entry.
• Direct lookup into internal systems to retrieve client/engagement data (avoids double entry).
• Use of portable barcode scanners by the Archivists to scan items to archive, thereby cancelling any outstanding reminder emails and recording the actual date of archive.
• Web-based requesting of the loan of file/files from the archive for a user selectable loan period. Strict business rules followed for lending process.
• Automatic generation of Pick/Deliver order with details of this order being emailed directly to the relevant buildings Archive team.
• Full tracking of the number of the days per year that an item has been out on loan.
• Reminder emails to the lender if the loan period has expired / ability to extend the loan period.
• Windows-based creation of non-audit related binders.
• Automatic feed from HR system to maintain user data.
• Reminder emails to any employees who are due to leave, to return their files to archive.
• Fully managed archived areas controlled by TranSearch.
• Full movement history from ‘Creation to Destruction’.
• Auditing of changes in data for specific metadata.
• Automatic compliance of destruction/retention policies.

Experience

TranSearch has been used successfully for many years in law firms such as Pricewaterhouse Coopers and KPMG. Call John Messeter on 01843 609 345 to find out how we could help you.