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Document Management

Indexing

In order to create a professional, high-quality and manageable archive, to ensure the efficiency in case of an audit, and to keep accounts from getting mixed-up in case of office relocation or changes within the company, it is extremely important to index the archive effectively.

OASIS incorporates your existing company structure into its database so your staff can continue to work within an environment that they are familiar with. We manage your records by existing departments, locations or working groups. In addition, OASIS registers each archive record based on the index information that better suits your needs. In the course of this registration, the records are supplied with a unique barcode, to which the index is linked. This index will be utilised with the search engine for retrieving, consulting and requesting your archive records from the database.

OASIS advises and guides you in determining the level of registration and storage you desire, dependent on the frequency of your requests:

  • At pallet level
  • At box level
  • At binder level
  • At file level
  • At page level

OASIS offers you the possibility to carry out the indexing yourself. To this end, OASIS’ own ICT department developed the “Mutation Control System” (MCS). This user-friendly and secure web interface provides a uniform way of indexing by means of predefined structures and helps you to correctly incorporate both old and new files, as well as their link to a location, a department or a destruction year, for example.

In this way, your existing information management is optimized and you obtain a database in which:

  • all active and passive archive records are known and indexed (“tracking & tracing”);
  • all physical and digital information records are mutually linked;
  • all information records can be seen and requested online.

And finally, you are the one who determines who has access to which archives in the database by supplying us with a list of authorised staff members that can request the movement of files.

For additional information or to request an obligation-free consultation with one of our specialists, please use our quotation form.