The E-Records system uses the functionality of DB/TextWorks to provide for the management of paper-based records. The system, designed by Information Specialists Ltd (InfoSpecs) in New Zealand, includes three linked databases to manage the classification system, files and boxes.
The classification database provides guidelines for the management of files created in each classification category. Retention and disposal information for each category will automatically populate files created under that classification.
The files database contains information about all the file volumes that have been created, including open and close dates, retention periods and location. Pre-designed reports enable ad hoc transfer and disposal reviews. Loans of items can also be tracked.
The boxes database tracks the location of file storage boxes, reports numbers of boxes at each location, and lists the contents of boxes.
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