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RecFind-Professional
RecFind-Professional is the 'cut-down' version of RecFind-Corporate designed for those customers only interested in managing
physical paper assets (classical records management).
It has the same basic functionality as RecFind-Corporate less the
imaging and electronic document management functions.
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- A Complete Solution
- RecFind-Professional provides all functionality
required for information management including searching, tracking,
imaging, barcode support, version control, security, audit trail,
retention processing, workflow, etc.
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- Simple Integration
- RecFind-Professional can be 'integrated' to any
other application in a variety of ways - either through the use of it's
Import/Export facility, the RecFind-Button or GMB's standard integration
engine, the RecQuery-TC API. GMB have made it simple and easy to 'RecFind
Enable' any application.
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- Easy to Use
- RecFind-Professional is remarkably easy to learn and easy to
use. It has complete context sensitive help throughout the system plus
the ability for the customer to easily and quickly add its own help
screens (for example, for policy and procedures).
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- Configurable/Extendible/Scalable
- Knowledge of programming is not required when
configuring RecFind, its data model or its standard reports (though
knowledge of Crystal reports is required to create new reports or modify
existing standard reports). The inbuilt Report Writer is able to be used
by users with very little IT knowledge.
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- All field captions are configurable. Many
standard fields can be made 'invisible' and then RecFind dynamically
redesigns the forms involved. There are a number of configurable fields
and tables for File and Document Metadata profiles. The RecFind
Administrator can define new screens with a selection of field types
including text, notes, extended notes, dates, numbers and decimals. All
newly designed tables are automatically added to the RecFind databases
and new search screens are automatically created.
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- The RecFind Administrator may also create any
number of new 'datasets' (called databases in RecFind) for new
applications. When this is done RecFind automatically builds and adds
all of the new SQL or Oracle tables required without the need for a
database administrator. Each dataset can be uniquely configured to
specifically meet the needs of each new application.
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- Professional Service
- GMB has twenty years experience in providing
solutions like RecFind-Professional. GMB can provide the on-site
expertise to help you install and integrate RecFind-Professional into
your environment. GMB has an experienced 1800 support organization in
place. GMB have all the people, tools and processes to support RecFind-Professional users.
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- Quality Assured
- GMB has been ISO9001 certified for over ten years and its software design, manufacturing, testing, distribution and
support processes are audited twice per year by a government accredited
standard organization.
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- Support
- GMB's maintenance services include: Automatic
Software Upgrades and 1-800 Support Incidents. As an additional service,
on-site technical support is available for on-site required tasks such
as data migrations, software upgrade installation, application and
database assistance, application installation and technical training.
- Training and Consulting
- GMB offers training on all GMB applications at
selected training centers or at your site. GMB can also offer customised
courses to suit your organizational needs. GMB is happy to provide
Consultants to successfully implement your solution.
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- File
and Document Management
- RecFind-Professional will record the details of
all your files and documents, both those held within file covers and
those processed “loose”. RecFind allows you to emulate the real
world of paper - you can create, and track file covers and documents
from creation to archival.
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- Box
Management and Archival Facilities
- RecFind-Professional’s box management provides
all the functions necessary to manage a Records Center. Space
management, box management and the management of all information within
a box. RecFind’s archival facility allows you to enter your
disposal/retention schedule. The various disposal/retention codes may be
linked to a series and in turn the series and/or individual codes may be
linked to the Keyword Classification System for automatic allocation of
disposal details. RecFind also caters for citations which contain laws
and regulations and associated retention periods affecting a particular
type of record. Should a law change, the user only needs to change the
citation affected and the change will filter through to the rest of the
system.
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- Searching
- When you search on the RecFind database, the
result of your search will be a complete picture of information on any
given subject within your organization. The result could be a
combination of paper documents, images and electronic documents.
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- GMB’s proprietary search mechanism achieves
instant search results on even a very large database.
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- RecFind's Search module "automatically" adds new search
functions when you design new fields and forms.
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- Workflow
- RecFind’s workflow module allows you to
allocate, monitor and manage your work. You can pull up a ‘My Work’
list to find out what needs to be done, who is responsible and when it
needs to be done by. RecFind’s in-built organization chart provides
managers with an invaluable tool for tracking tasks and reporting on
productivity of subordinates. Typically, RecFind lends itself to
functions such as processing of complaints, freedom of information
legislation etc.
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- A graphical interface means that procedures are
quick and easy to define; with the ability to define
dependencies between individual Actions in a Procedure delaying the
allocation of dependent Actions until the predecessor is complete.
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- Correspondence
Management
- You are able to store common authors and addressees
in a table for automatic population of address details. You can also
have up to 100 standard letters, including the ability to insert your
"standard" paragraphs. There's also the ability to email standard letters
or export information to Word mail merge.
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- Configurable
Data Model
- You can dynamically add fields, screens and
tables without programming. You can also make some fields "invisible"
and RecFind will dynamically resize the
screens affected. You can very easily change the caption on any
field, including extended Metadata fields. This powerful feature now
allows you to configure RecFind "databases" as completely
different applications utilizing different terminology, tables, search
functions and screens and run them all with a single copy of RecFind.
When you create new fields RecFind automatically adds them to the
RecFind search screens.
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- Security
- RecFind's Security Model includes the
ability to differentiate between filing and access rights - this allows
you to provide "view only" access to some users, while providing other
users can have full access to the record. You can also
enforce minimum lengths of logon passwords and enforce life of
Passwords (USDOJ standard). You can also enable and disable any module
in RecFind by creating user configuration privilege levels.
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- Classification
System
- RecFind provides the industry’s most complete
Keyword Thesaurus function. The user can enter their complete
classification system in the form of Keywords, Descriptors, Related
Terms, Narrower Terms, Broader Terms, Forbidden Terms, Scope Notes etc.
This on-line classification system can then be accessed from various
points within RecFind, such as file creation, document profiling and
searching.
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- Asynchronous
Indexing Module (AIM)
- The AIM module is a unique LAN and WAN
performance tool designed by GMB to reduce RecFind-Corporate
transactions times by up to 95%.
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- Audit Trail
- RecFind logs all transactions including
views and Administrator transactions. RecFind offers a complete Audit reporting program
allowing reports to be generated on who did what and when.
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- Clone Feature
- RecFind allows you to build standard File, Document and
Box profile "templates" and use these to quickly and easily
create new Profiles using the Clone button.
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- User Interface
- RecFind's user interface can be configured
(system wide or user by user basis) with colors and sounds. You can have
a different color scheme for each section of RecFind allowing you to
easily determine which section you're currently in.
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- Report Writer
- RecFind has its own report writer which
allows users to custom design reports and save these report formats for
regular use.
- Labels
- RecFind has the ability to print a wide range
of label formats for files, boxes, Locations and Action Officers. The
printing of labels is handles by the Reports module. There are seven (7)
built in label formats for files, (and the Administrator can design up
to 10 more) and six (6) built in label formats for boxes, (and the
Administrator can design up to 10 more). There are also 3 built in
labels for Action Officers and Locations.
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- SMTP &
MAPI Email
Support
- RecFind allows the use of SMTP or MAPI for
e-mail support, providing access to the majority (if not all) e-mail
systems.
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- File
Capture Filter
- The RecFind File Filter allows the user to
specify the file types and directory locations and then automatically
capture, index and version any type of electronic document.
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- Archive
Facility
- The RecFind Archive Facility archives records
to second level storage.
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- Import/Export
Module
- Facilitates the importing of Metadata to create
new File, Document and Box objects. It also facilitates the exporting of
Metadata for File and Box objects and the exporting of both Metadata and
electronic objects for Document objects. A future enhancement will be to
add XML import and export options.
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- Barcode
Reader Support
- All RecFind modules support the entry of
relevant key information and data via a barcode reader. In addition,
RecFind supports the use of a portable barcode reader to more
effectively track files and documents.
- Color
Label Support
- The Picking List contains a generalized
function that can be used to support third party color
label printing software.
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To use RecFind-Professional you will require the following:
- IBM compatible, personal computer with a
Pentium or higher processor (or equivalent (i.e. Celeron, AMD, etc)
- A hard disk or file server with at least 200MB
of free space plus an additional 150MB for the installation process
- A mouse
- A VGA compatible or better display (800 x 600
resolution)
- A sound card and speakers (optional, required
for sound functionality)
- 64MB of RAM minimum (128 recommended) Note:
Depending on operating system, additional RAM may be required. For
example, if using Windows 2000 128MB RAM is required as a minimum
- Microsoft Windows 98/2000/XP
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