Features of FileLive
FileLive is unique web based document management software that allows Records managers to manage, track and view both current and legacy document Databases in various formats.
Record managers are able to control the user community within FileLive and issue secure individual logins to the system.
The FileLive document management system operates over a secure 256bit encrypted SSL connection.
The system has multiple end user advantages including the ability to:
- Track boxes or files on or off site
- Add new files or boxes (permission selectable)
- Edit files and boxes (permission selectable)
- Request a file to be scanned only when required
- Link to the scanned image of the file and download as tiff or PDF
- Host scanned images in a secure BIP 008 compliant image library environment
- Upload supporting file documentation about files or boxes stored off site
- Append to Images scanned from the user’s own scanner
- Process the request for the box or file on line for physical delivery
- Produce activity based reports
- Sharepoint connector
- Set user access rights
- IP specific usage
FileLive Online Management Features
Users can be granted management permission to allow access to additional reporting and control features within the FileLive document management system.
These enhanced system features allow a manager to have total control of the online storage account.
The manager will be able to produce reports on the following:
- Number of files/boxes stored
- Volume of scanned images performed
- Volume of data hosted online
- Number of files retrieved
- Number of files returned
- Number of files destroyed
- Document review dates
- Requestor activity
- View support team information
- View all signed delivery/collection work orders
- Administer users and permissions
Option 1 Store & Scan on Demand
DataSpace will provide an account manager to liaise with your organisation to ascertain the volume of storage required and to ensure the correct storage options are chosen to meet client expectation on serviceability and cost.
A range of specialist archive boxes and a unique set of barcodes can also be arranged to be sent to your facility for the packing of your client files prior to off-site storage.
After a secure collection, all files are receipted at the DataSpace facility, then all data is uploaded to the central FileLive database.
Your staff members will have a right-restricted, single user logon and password to gain access to the secure 256bit encrypted online FileLive system.
FileLive features allow the user to search for a file using several different search methods and then to remotely request physical delivery of a file or view the document online. If the required document has not been previously scanned, a further option allows the user to request a scan. The document will then be located from the secure storage facility and scanned for immediate access online. The orignal document is then returned to its storage location.
Images will be retained on the FileLive system until authorised destruction but are always available 24x7x365. FileLive goes further and allows correspondence to be uploaded directly from any Twain driver scanner.
The FileLive document management software also comes with a full, user-defined management suite to ensure complete transparency of the physical and electronic databases hosted with DataSpace.
Option 2 Scan and View Online
DataSpace are able to provide additional services for those clients who have decided to digitise all documentation but are concerned about the security, ongoing costs and maintenance of the IT structure to maintain both integrity and compliancy of the electronic client files.
Via account management, DataSpace will be able to transfer all images and associated metadata into the online FileLive system.
DataSpace is also able to work with your scan partner to recieve new images and has the ability to offer all clients competitive bulk scan rates. Any new files can be optionally stored and processed via scan-on-demand route or immediately digitised.
Access to the images online is secured by a single user sign on/secure password policy protected by 256bit encrypted leased line connections to a high end, multi redundancy data centre.
All users are rights issued so different levels of access can be granted to a varied account set-up structure. All actions undertaken are logged into an audit trail which can be accessed through the systems management information centre.
Additional correspondence can be scanned directly from your own facilities using the scan upload feature in FileLive. This allows any Twain driver scanner to locally scan documentation and securely upload the data online into the FileLive system.
Clients will benefit from the facility without being exposed to the associated costs of operating their own image data centre along with the challenges posed with locating physical files.