The Box Management function allows you to manage boxes of files.

When you no longer need certain records as part of your day-to-day business functions, you can put them in boxes and move them to storage. This saves you money by eliminating the use of your expensive on-site storage space. When you no longer require the information in a box, you’d like to dispose of it.

The Box Management function was designed to assist you with managing these boxes of information:

• Identify boxes of "like" information (i.e. employee payroll files)

• Identify where boxes are located

• Identify when boxes of information can be disposed of

• Search for information stored in boxes

• Identify security levels for retrieving boxes

Culling

QRMS has complete procedures for Culling information.

Culling:

Identifying Files that are:

No longer accessed frequently enough to be retained in active storage therefore they can be moved to offsite storage

OR

No longer required therefore, they can be destroyed

The Box Management module was designed as a further extension of the Culling process.

Use it in conjunction with the Culling procedures or separately for Boxes already stored offsite.

Disposing of Boxes of information in a timely manner

The storage of boxes can be costly especially if you have vast quantities of information. Therefore it’s important that boxes are disposed of in a timely manner.

Within Box Management, there are special functions designed for managing the disposal of boxes. The QRMS system uses the Retention periods for:

• each individual File or Volume within a box

• or a retention for each individual box

• or a retention for a set of "like" boxes.

And the Contents Date, to automatically calculate the date that the box is eligible for final disposition.

You can then print a list of these boxes.

Managing "Active" Boxes

If you have limited space in your filing room or your office, you may be required to manage boxes of "Active" information (it is referred to frequently but no new information added). Use Box Management to assist you in this.

Searching Boxes

Use the comprehensive searching facilities to search Files, boxes or both!

Bar Coding

Use Box Management in conjunction with Bar Coding for :

• Automatically assigning a File to a Box

• Charging out the Box, Charging it in, Transferring it or Waitlisting it

Charge Out

Use Box Management in conjunction with Charge Out for :

• Charging Out/In Boxes

• Charging Out/In Files within a Box

• Transferring Boxes

• Putting staff on a waitlist for a box already charged out

• Establishing a history of how many times the information in a box is accessed.

Bring Forward

Use Box Management in conjunction with Bring Forward to:

• Identify Offsite/Storage or Destruction Codes to Bring Forward as of a certain Date

• Identify individual Boxes to Bring Forward as of a certain date