Hi Susan, 

First my disclaimer, we are a commercial records center who use this
software, but have no financial interest in this suggestion.  DHS Associates
makes a version of their larger records center offering (Total Recall)
called OnSite which, as the name implies, helps organizations manage their
onsite, more active records, and it performs most, if not all, of what you
are asking for.

Mike Chadima
Corporate Records Management, Inc.
ph 214.333.FILE
fx 214.467.FILE
www.CRMfiles.com


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Susan Beamer
Sent: Tuesday, September 30, 2014 4:36 PM
To: [log in to unmask]
Subject: Looking for software recommendations

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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