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                    Whitepaper

05-01-99
By
Grand Valley Software, LLC


Grand Valley Software is an innovative leading provider of automated solutions for data collection. Transition Records Management Software provides the architecture and the barcode tools to define, track and validate the document collection process of business events. Transition Records Management Software delivers dramatic productivity improvements by transforming disorganized manual documentation into defined and validated document collection processes. Grand Valley Software is committed to business success through product excellence, innovation and customer satisfaction.

Transition Records Management Software (TRMS) is a tool for Record Managers and Information Analysts that delivers automated solutions for the definition and collection of line-of-business documentation. TRMS is designed to assist organizations in effectively transforming hard copy file systems into Document Imaging solutions without the risks associated with manual indexing and undefined collection processes.


Background


Starting in the 1990's the Document Management challenge has been emerging as a critical requirement for a business to succeed. Through effective document management the undefined collection of paper in folders can be transformed to a knowledge base for business to leverage a competitive advantage through improved customer service, improved productivity and reduced risk to litigation.

Many organizations are dependent on hard copy files due to the life of the business record. Document Imaging offer the benefits of online documentation, yet these systems bring exceptional risks in disrupting business processes and adding extraordinary costs to implement and manage.

The challenges for these organizations to change current hard copy files systems to electronic solutions includes a lack of defined needs, manual collection processes and manual indexing of documents to be imaged.

Folder management solutions include standardized indexing or profiling of the folder with barcode tracking of folder movement. Documents are either not defined as specific items to be collected or are listed as a loose collection. The void created between the defined folder and the undefined documents collected leave users with limited ways to integrate the current folder based systems to document imaging solutions. Current systems are not designed as open solutions for integration and are not scalable to manage the alliance with industry leading document imaging systems.


Market Position


The 'Dark Side of Document Imaging ' is an opportunity for Record Managers to shine. Management will not accept the third, third and a third story on how document imaging requires a third of your investment to purchase software, hardware, install and train. A second third for the additional labor to implement, and the last third to modify/fix original proposed system.

The market clearly strains to achieve additional efficiencies in the process of documenting, archiving and retrieving pertinent business documents. The customers vision of having the documents they need is blocked by the volume of non-relevant support documents we pollute electronic systems with.

The vendor community offers imaging solutions that oversell benefits and rarely anticipate all costs. The desire is to add hardware and software seats for scanning all documents and promising that you will love the paperless office, but at what cost? The off-site storage option is dominant due to the volume of documents collected that are rarely retrieved, yet critical documentation are buried in boxes driving the need to retrieve through the costly slow process of off-site retrieval. Service Bureaus that offer outsourcing of scanning documents charge nearly as much to prepare documents to scan as the process of imaging itself. All of these options seem to work in opposite directions instead of complimenting each other.

Integrated Records Management can be achieved with Transition Records Management Software. With the 'Filing System For The Electronic Record' often referred to documents, or the 'Pertinent Document Set™,' can be defined, tracked in the collection process and validated in storage for later retrieval. Documents collected that do not fit criteria for electronic archiving are boxed and stored for retention purposes.

TRMS is marketed through qualified resellers and independent records analysts through out the world. As organizations implement process management systems TRMS is a fundamental tool to support the business documentation requirements.


Technology and Architecture


TRMS was built on several fundamental assumptions:

    * Host Legacy Systems Drive all Business Transactions. Integration with the Host
    is required.

    * Document Management without Records Management is overwhelming in size
    and complexity Not all documents generated in business need to be retained
    the same. By identifying the 'Pertinent Document Set' within folders
    Document Imaging is sized according to your needs.

    * Traditional documents in folders are undefined and will not integrate with
    Document Management without this definition

We recognized the need to develop innovative tools for the Records and Information Management professional. TRMS was built with open architecture that would allow for ease of integration with both host legacy systems and leading document imaging solutions. TRMS is scalable allowing users to inventory existing hard copy records, track activity and status in business processing and migrate to define, track the collection and automate the indexing of documents to be archived electronically.

Since document management is such a pervasive component in an enterprise network, the architecture is a critical criteria for the evaluation of products. TRMS was built according to the latest standards in architecture. Component Based Visual Basic programming provides stable tools to build custom solutions without the fear of poor quality and costly documentation of custom programming. Utilizing 32-bit processing TRMS is designed to run on the most current hardware, networks and web based environments. Integration through ODBC allows for data sharing with either Host Legacy Systems or Document Imaging Software. Standard databases include Access 7.0, Oracle and MS SQL. Our report writer is Crystal 7.0.


Transition EL


Transition EL offers Entry Level tracking solutions for any folder management application. Screens can be tailored to meet your needs with user defined field descriptions. Standard industry templates are provided for Medical, Legal, Accounting, Insurance, Loans, Courts, Human Resources and ISO manufacturing.

Standard features include the Record Explorer™ view of searching for records, security at six different function levels, three standard reports for Files Out, Inventory by Location and Retention Issues. Best of all, your investment can be leveraged knowing the application can upgraded to define and track at the document level.

Barcodes are at the center of our data collection processes. TRMS supports printing barcodes for locations and items on any Windows supported printer. TRMS also integrates with popular systems like OLORBAR for printing color code labels.

Barcode hardware includes direct connect laser wands, portable lasers that download via infrared and portable wands that can accept a signature for electronic signature verification of delivery.


Transition ML


Following the success of hundreds of folder tracking solutions Transition ML was introduced to fulfill the need to manage media at multiple levels including the box, folder, and document relationships of Records Management. Transition ML supports printing a page format of labels designed to accommodate the folder and the Pertinent Document Set™ to track in the collection process.


Defining the Document

The document has been defined as a collection of related information that, when taken as a whole, records the information needed to support various business needs, TRMS adds variables referred to by Records Managers as necessary to be a valid record. These variables often are found defined in Corporate Records Retention Schedules guiding users to collect only documents that are required for specific Operational, Historical or Legal purposes. Within this collection we evaluate the need to retrieve and determine what is to be the ‘Pertinent Document Set™’ TRMS allows for a systematic process of collecting and archiving documents eliminating the costs associated with general document collection processes.

TRMS defines required documents through the definition of the folder. By selecting a standard variable in describing the folder a required document table is filled with the specific documents needed. Each document is defaulted to a status of incomplete and is not complete until the system is updated through scanning a document barcode as the document is collected. Managing the document collection process is easy through management reports identifying incomplete records.

As complete sets of documents are collected an additional report to pick all completed folders allows for efficient pulling for further processing. Options to process further include the scanning of pre-barcoded documents and the boxing of folders for remote storage. As the Pertinent Document Set is scanned, images are indexed automatically through the reading of the document barcode.

The TRMS application is updated with the status showing documents have been imaged and tracks the folder to boxes for off-site storage. Document images can be viewed through your Host or any integrated document imaging software.

Transition Records Management Software is recognized by customers to be the glue to the document collection process. Record Managers and System Analysts benefit through a tool to control and validate an important business.

Copyright 1999 Grand Valley Software, LLC. All Rights Reserved.