TranSearch® is a highly configurable Hybrid Records Management solution. You can consolidate your physical and electronic items into a single, intuitive system. An electronic workspace is associated with a physical asset, be it a client, case, project or a single file; this area is used to store electronic records relating to the item.

We therefore have public sector clients using the solution to both manage day-to-day case work and record, track and trace files and other physical items held in archive storage.

TranSearch® can be used to manage your inhouse records store or for order management purposes can integrate with the archive management systems of third-party storage vendors.

The solution also enables you to implement your information management governance, including the application of security, review and retention policies, helping ensure compliance with statutory and regulatory compliance obligations, including Data Protection legislation and MoPI within the Police sector.

Customer Use Cases

• Consistently managing case, project or other work that involves both physical and electronic records.

• Managing in-house records stores / warehouses, whether they contain paper filing or other physical items.

• Tracking and tracing the movement and location of physical records across your organisation, records stores and third parties.

• Maintaining audit trails of the metadata, access, movement, retention and disposal of physical items for compliance purposes.

• Implementing complex retention policies against physical records and associated electronic content.

• Ensuring physical records containing personal data are managed according to Data Protection principles.

• Maintaining the evidential outcome of any investigative process.

 Specific Functionality for the Police

• TranSearch® allows you to easily record and track Crime files/Non Crime Files/Boxes/Exhibits etc within the Force. It is the essential tool to help your Information Management and assist with MoPI compliance.

• The system allows you to record relevant people against files such as offender, victim etc. It also allows you to record relevant reference numbers from other systems such as Holmes.

• Automatic generation of MoPI review group based on simple to use pop up lists enable the system to correctly generate review and destruction dates.

• Access to records are driven by use of GSCP (Government Security Classifications Policy). There is also the ability to add a ‘Secondary Marking’ to again limit the number of users with access to specific records.

• Email notifications of files due for review and on-line electronic completion of a National Retention Assessment Criteria (NRAC) forms speed up a file review process.

• Destruction Authorisation Emails enable the information owner to allow/decline the destruction of the file based upon the outcome of the NRAC.

• Completed NRAC forms are held as electronic images in the TranSearch Associated Document Archive (ADA) and are available for viewing at any time. ADA has the ability to store multiple NRAC forms against a file until such time as the file’s destruction is authorised.

• With Police Forces increasing their use of external storage providers, they need to be able to manage and track files effectively. The Solution allows users to utilise multiple storage providers including their own storage provision if required. The system can also record multiple seal numbers against a box and show when seals were replaced as part of the audit log.