An archive manages files and documents from 3 different customers. The customers can create order records by themselves in the archive database.
- A) Archive staff look at the ‘incomplete’ order records, search for the documents and attach these documents to the record file with the scanner. The customers can now access the order record and print the document or documents.
- B) In case a customer wishes to see the original document/file, these can be issued to the customer. Additionally, reports (regarding which customer has been loaned which record) and delivery notes can be provided.
- C) Parallel to this, archive staff enters the number of minutes that were spent on the respective order (finding the documents/files, scanning etc.) in the statistic record. By using the Report Generator, the accounting record can be produced with the ‘pass-on costs’ for the customer, as well as statistics.
A central physical archive contains all the personnel files of a company. In the first phase the master data for all the employees of the company are exported from the payroll program and imported into FILERO as structured data. A cover sheet and corresponding papers with barcodes are subsequently produced from FILERO and added to the physical personnel files for the scanning process. By means of the printed and sorted barcodes, these scanned documents can then be automatically imported into FILERO and attached to the corresponding personal data record.
The personnel (HR) staff of the company can only access the personnel files in FILERO for which they have the corresponding access rights.
For newly arrived documents, the assistant in the HR department of the company finds the respective colleague in the FILERO archive, positions the cursor on the corresponding personnel file in the directory and initiates the printing of the barcode. The document is subsequently sent to the central scanner with the barcode. There the document is scanned and stored in a selected folder with an XML file. FILERO’s API interface knows where the document should be placed in the system after the import thanks to the barcode number. During import the document is automatically OCR read and indexed.
If the document also needs to be retained in its original form, the paper document is also placed in an archive in the corresponding personnel file. Now personnel files only need to be physically shown to colleagues in exceptional cases.