Even the most digitised organisation keeps paper, and keeps losing it. This solution gives every physical document a digital identity, a known location and a complete history.
Physical Records Tracking and Chain of Custody is a SmartImage solution built on the suite. The deeds, case files, patient charts and signed instruments an organisation keeps on paper get a digital identity, a known location and a complete history. Barcode and QR workflows track files through cabinets, shelves, sites and warehouses; requests, check-outs and returns carry a tamper-proof chain of custody; retention schedules run through to defensible destruction. And because scanned documents keep a live link to their paper originals, a user reading the digital copy can request the physical file in a single action.
Every file, folder and box findable in seconds, by ID, custodian, location or status, across sites and warehouses.
Every movement, request and return is time-stamped and attributable in a tamper-proof trail, ready for audit or discovery.
The digital copy keeps a live link to its paper original; request the physical file in a single action, from inside the record.
The market treats physical and digital records as converging; SmartImage already runs both on one platform, under one identity and one audit trail. Four steps put every paper record on it.
Externally printed barcode and QR labels are registered to every document, file, folder, box and container.
Movements are captured through the full hierarchy: building, floor, room, shelf and box, across sites and warehouses.
Check-outs, custody transfers and returns run on the record, each with a date, a time and a name.
Retention schedules run through legal holds and disposal approvals to defensible destruction, certificates included.
Labels with unique IDs are registered to every record and container; handheld scanners, mobile devices and kiosks capture each move.
From building to floor, room, shelf and box, one records office or a multi-site, multi-country operation, the location is always known.
Every action is captured against a person with uneditable time stamps; reports come straight from the live audit trail, on demand.
Configurable schedules, legal holds, disposal approvals and destruction certificates, managed in-platform, defensibly.
Through the Conserve plugin, every scanned document keeps a live back-link to its paper original; request the physical file in one action, no app-switching.
Leap joins where the records are also digitised, so paper and digital enter the same governed world from the same floor.
Strongest fits: Legal · Healthcare · Government · Insurance · Financial services · and any organisation whose paper cannot afford to go missing
live today for paper and digital together One of the DRC's large banks runs Leap and Trakem across two of the country's largest regions. And a national housing corporation in Southern Africa tracks the physical location of records across all its facilities countrywide, with the documents scanned and processed by Leap.
A 15-minute walkthrough on our sample set, then your own documents under NDA and on your terms.