filed documents electronically and in filing cabinet

#Filed documents electronically and in filing cabinet manual
#Filed documents electronically and in filing cabinet full

(1) IRM 1.15.7.1.4 - Definitions - Removed specific reference numbers for the Records Control Schedules (RCS) and General Records Schedules (GRS) as updates to the schedules change the numerical references. (1) This transmits revised IRM 1.15.7, Records and Information Management, Files Management.

#Filed documents electronically and in filing cabinet manual

Files Managementġ.15.7 Files Management Manual Transmittal Records and Information Management Section 7. Organization, Finance, and Management Chapter 15. Exhibit 1.15.7-1 Alphabetic Filing Sequences of Individual Names.1.15.7.7.2 Files Management Administration.1.15.7.7 Evaluating Files Operations or Systems.

1.15.7.6.3 Alphabetic Distribution of Names.

1.15.7.6.2.7 Institutions and Organizations.

1.15.7.6.2.6 Abbreviations in Business Names.

1.15.7.6.2.5 Geographic Names and Compass Terms.

1.15.7.6.2.4 Firm Names with Conjunctions, Prepositions, Articles.

1.15.7.6.2.3 Firm Names Containing Letters and Numbers.

1.15.7.6.2.2 Firm Names with Apostrophes.

1.15.7.6.2.1 Firms with Individuals, Names.

1.15.7.5.1 Basics of Composite Filing and Coding Systems.

1.15.7.5 Composite Subject Filing and Coding System.

1.15.7.4.2.1 Design of Subject Filing Codes.

1.15.7.3.1.1 Separating Essential and Non-Essential Documentation.

1.15.7.2.8 Controlling Paper Charge-Out and Electronic Check Out Tool.

1.15.7.2.7.3 Cutting Off 'Special Event' Files.

1.15.7.2.5 Filing Stations and Requirements.

1.15.7.2.4 Preparing Records for Filing.

1.15.7.2.1 Creating a Files Plan or Filing System.

1.15.7.2 Creating and Using a Filing Plan or System.

Before you create a new file cabinet, you should put some thought into planning. You can create both new trays and file cabinets in DocuWare Configuration ( DocuWare Main Menu > Configurations), provided you have the appropriate rights. From a security perspective, a file cabinet is therefore generally the place where document collaboration should take place. And determining who on a team might have deleted a document cannot be determined afterwards. If you have access to a tray, you can do everything there, including deleting documents. If you do this, however, you should always bear in mind that there is no logging into the tray and no precise assignment of rights is possible. In principle, it is also possible to give several users access to a tray, for example, for all documents that need to be processed by a team. In the analog world a tray basically corresponds to the filing tray found on the desk. They are intended specifically for documents that a particular user has to process. In contrast to file cabinets, trays are usually configured so that only one user has access to them. The key information of a document is automatically recognized and transformed into highly structured, usable data as index terms.

That’s because Intelligent Indexing takes over the work and uses the advantages of machine learning. But don't worry: indexing will not cost you time or nerves. The index terms necessary for the well-organized storage of documents in a file cabinet will also make it easier to access the documents later. For example, you can merge several documents into one or set things up to simplify indexing. Trays offer numerous features for document processing. You also have the option of conveniently dragging files from the desktop to a tray using Drag'n'Drop. For this reason, automated import is often configured so that new documents first end up in a tray and not directly in a file cabinet. The main application scenario for trays, on the other hand, is the viewing of new documents and their basic processing before they are archived. Ensure that all legal compliance is met.Track access and changes with extensive logging.Bundle documents in lists or display in file/folder structure.

#Filed documents electronically and in filing cabinet full

For documents stored here, you can use the full range of document management and workflow automation for complete collaboration. But when do you use each of them.and for what? Here’s a brief overview – and it‘s not just for DocuWare newbies.įile cabinets are an essential part of DocuWare. Trays and file cabinets are the two places in DocuWare where documents can be found.