Hi Everyone; after reading the recent "demise" of discussion of records 
theory and practice, I reach out to the List for help finding some 
software!  I won't be adding to the discussion with this request, but I 
hope there are people who will give me their thoughts and opinions of any 
software that meets my needs.

I?m looking for software recommendations.  I?m looking for software to 
manage the intellectual control of our on-site inactive storage of records 
(with retention periods from our retention schedule) and archival 
materials (permanent).  Like a catalog.

We currently use Access for the catalog and Lotus Notes database for 
disposition.  The two don?t work well together.

Some software was purchased for me, called RecFind6, but it?s got its 
limitations too.  It?s also over kill, more than we need.  I'm trying to 
find out if there is something else out there that might work for what I 
need.

Back story:

The company I work for is a private manufacturing firm in Eastern 
Washington State.  We currently have about 4000 boxes.  The collection is 
small enough that both records and archives are together.  So far, I've 
managed this by having a field for disposition date or a field that gives 
a permanent or potentially archival designation.  One or the other is 
used.

The things I need the software to do are:

Ingestion:  bringing boxes/records into the collection.  Cloning of boxes, 
mass ingestion of excel spreadsheet of inventory of boxes, etc. Ability to 
?interfile? or add a folder to a box in the location I need it to go into, 
not just at the end.

Search:  multiple ways and styles, save searches to rerun, etc.  Fix how 
to search on all names of a division or dept, following name changes (EX: 
Accounting to Business to Finance).  The searches are done by the Records 
Manager/Archivist and is not something employees do, so it's not like a 
library catalog.

Disposition:  manage the approvals and non-approvals for boxes that have 
met their retention and are up for disposition.  Have this be work flow 
process (step one, then step two, etc).

Retention schedule:  allow all employees to view it, while restricting 
access to other elements of the records processes in the software.

And I?d like the price to be ?reasonable?, have training/tutorials, and be 
easy to use.  I hope I'm not asking for too much... :)

The most important ones are ingestion, search and disposition.  I can 
still manage the retention schedule on Lotus Notes if need be.  Thanks in 
advance for any suggestions!!


Susan Beamer
Records [and Archives] Manager
Eastern Washington State
www.selinc.com

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