Modules Description

1.6.1 Inventory Tab

Inventory Tab

“Box”

This module allows users to search for, identify and modify the metadata information fields of their boxes (including notes and history). Only when the contents of a box are inventoried (recorded in EDC CS) then users can view the complete list of files inside. This module is also used to add and remove boxes from inventory and to print bar code labels for boxes and files.

“File”

This module allows users to search for, identify and modify the information of inventoried files including their notes and history. This module is also used to add or retrieve files from a box and to print bar code labels for files.

“Imaging”

This module allows users to scan documents into an EDC CS file and manage these scanned images.

This module includes Optical Character Recognition (OCR), Zone OCR and indexation.

“Search”

This module allows users to search for boxes and files by entering information regarding specific metadata fields and to view or print these search results.

“Full Text Search”

This module allows users to perform a quick search on all metadata fields on all images, files and boxes.

“Report” (SQL)

This module allows users to view reports and make small modifications to imported reports. More advanced users can also create customized reports.

“Internal Location”

This module allows users to create and manage on site internal locations that will be used to store boxes and files.

“Activity Report”

This module allows users to view and print the activity of boxes and files during a specific period. This module also allows users to view and print overdue memos for items that are out longer than a predefined period of time.

“In-house Disposal”

This module allows users to help create and manage their active documents' disposal lists (in-house).

An in-house disposal list can be created for boxes and files and is based on specific criteria created by the organization. Once the list is prepared it needs to be properly authorized and verified before destruction can begin.

“Disposal List”

This module allows users to create a disposal list in order to destroy boxes stored at the off-site record center.

Note: Document disposal is a delicate and precise process which leaves no room for error. It is extremely important that every phase of the disposal process be done in a specific order and for which authorization and verification are very important during these different stages.

“Transfer List”

This module allows users to transfer physical documents from their off-site record center to another location.

“Deletion List”

This module allows users to create a list of boxes and files to be permanently removed from the off-site record center.

Note: This is different from a disposal list as these boxes and files will still exist but be stored outside of the off-site record center. This deletion list will eliminate box and file rental storage charges by record center. Disposal lists will not remove the audit trail and metadata information in EDC CS regarding these boxes and files, and hence it is possible to reactivate a document without losing any of its history.

“Box and File Maintenance”

This module allows users to make simultaneous multiple modifications or changes on the metadata information for boxes or files and for various other maintenance operations.

Note: Some of these modules can have restricted access and are usually reserved for users with administrator rights.

1.6.2 Orders Tab Orders Tab

“Circulation”

This module allows users to manage the circulation of documents within their premises. It allows users to retrieve or send back documents internally. All these “touches” can be tracked, including the dates, the names of the requester and the recipient.

“Order”

This module allows users to create orders and consult information about previous requests, including their state (status), the recipients name and their delivery date.

“Recipients”

This module allows for creating and managing lists of internal recipients that are allowed to request items.

1.6.3 Customer Tab Customer Tab

“Customer Information”

This module allows administrators set up their organizations profiles regarding viewing, editing and configuring information in EDC Client Software.

“Source Location”

This module allows administrators to manage information from different source locations within the organization. This information is mostly used to indicate the source of boxes and files before they were sent to the off-site record center.

"Department”

This module allows administrators to set up and manage all the different departments and sub-departments of the organization.

“Retention Schedule”

This module allows administrators to create different document types in the retention schedule for the organization. These types are used to classify documents. Document types are also used to calculate disposition dates and to specify disposal modes for files and boxes if the organizations conservation policy is based on document types.

“Restriction”

This module allows administrators to create and manage document restrictions. Document

restrictions are used to change specific document types during their lifecycle in order to prevent them from being placed on a disposal list and to ensure documents already with these specific restriction types will never be put on destruction lists.

“Delivery Address”

This module allows administrators to create and manage their internal delivery addresses of the organization. An example of this would be a delivery to a specific office i.e. John Smith or the

reception desk on the 4^th floor. To add an external delivery address i.e. another street address, contact the EDC CS administrator.

Note: All these modules can have restricted access and are usually reserved for users with administrator rights.

1.6.4 Management Tab Management Tab

“Authorized User”

This module allows the administrators to create and manage an authorized user and their access rights.

“User Group”

This module allows administrators to create and manage user groups and their access rights.

“Dictionary”

This module allows customizing the terminology (words) used in the metadata field titles to better suit the organizations needs.

“Access Log”

This module provides administrators with a list of the persons who have accessed EDC CS.

“System Information”

This module allows administrators or IT personnel to configure the EDC CS systems parameters.

Note: All these modules can have restricted access and are usually reserved for users with administrator rights.