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Why use Tracker?
The reasons for implementing a correspondence imaging system, like Tracker, vary with the needs of the department. Departments who are currently using the system had a records management process in place. However, many campus departments have not had the opportunity in the past to have a strong records management process supported by a database and image repository. Tracker gives the department that opportunity by streamlining processes and archiving document images in a secure environment.
One of the most common reasons for imaging are to cut down on the amount of paper being passed around the office and stored in file cabinets. There is a lack of space on campus for storage, and it is a common for a department to make the time consuming effort to retrieve archived documents from off-site locations. But there are more critical reasons for imaging: such as accountability, workflow, and disaster recovery.
Another reason departments decide to start imaging is to transmit documents across the campus to co-workers, team members, direct reports, and other units that participate in some type of authorization or approval process.
Tracker allows the routing of documents from one office to another eliminating the need for copying and faxing most documents. It also provides an audit trail of who handled the document, and the action that was taken. The client version allows annotating with notes, highlight, and redaction.
Retrieving paper documents for an audit can be a time consuming process. The database has a strong Search and Retrieval function - allowing users to search for documents using index information and OCR (optical character recognition. The search and retrieval is much faster than hunting in a file cabinet for a piece of paper.
Quick searches allow the search by Document ID - the unique identifier assigned to each document at creation.
Advanced searches allow the retrieval of related documents via an electronic paperclip - based on the Document ID and Parent ID relationship.
The system allows the document to be printed if the hard copy document is needed to take to a meeting or to share in some other capacity. The print quality is a very good reproduction of the original document.
The retention date allows some documents to be stored permanently while shorter retention times can be assigned to documents who require earlier disposition.
An added benefit, of course, is no more lost or missing documents.