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Eloquent Classification & Retention

Discover the ease of finding relevant information with a Classification & Retention Schedule in Eloquent Records.
by

Eloquent Systems (old)

on 17 October 2012

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Transcript of Eloquent Classification & Retention

This is a sample of the window users get when searching the Eloquent Records software for subjects in the records classification and retention schedule. This is the result when you click on the Top Level button. Search by any word for all subjects containing that word. Note that "plans" may be anywhere in the subject line. You would not likely find all of them with a normal sequential subject list. Click one or more items to add them to a list. Get a dropdown of reports and send list of items to the desired report. Open lower level and get detail for a subject. Lower-level data has been entered for only a sample of top-level. A click opens the hierarchy. Another click requests detail. Request detail when the subject name is not descriptive enough. This report includes all the lower levels for the selected item. Virtual File Folder Physical File Folder Physical Document Physical Container (box) Electronic Document Owner Classification Creating a Virtual Folder created by Records Manager
contains a date or date range
links to subject in classification
links to the owner/department/work group Finding Documents Filing Electronic Records Everyone can file their own records. Each user/work group is given only relevant open virtual files to choose from, making the job easy.

Batch processes make it easy to file MS Outlook, PDF's, various MS Office documents, including SharePoint, and all digital content from shared drives. One or two words in a simple keyword search finds all folders and documents with those words in their name as well as in the full text of online documents. Adding the year range and the classification subject will narrow the search for greater precision.

You have only one place to look for electronic as well as physical records. Managing physical and electronic records.
All digital content is online.
Physical records are stored and tracked.
All records are disposed of with full compliance. Any amount of legal text may be included, or you may imbed links to online citations. Click to see description of related subject. A selected list of items can be sent to any number of output processes - displays, reports, Excel files, and others. Processes such as this example will expand the item in the list to include all the lower levels (children). Merv Richter, President http://www.eloquent-systems.com Eloquent Systems Inc I trust that this presentation helps you understand the convenience of making your Records Classification and Retention Schedule "command central" for your records system.

Your records are classified according to the function that created them. All records in the same subject category get the same retention, making timely disposition easy.

Users have only one place to look for records. They view digital content online for electronic records and are given the precise storage location for physical records. To request an item from the records center a single click will move all relevant data into an email. For more information contact
info@eloquent-systems.com
and ask for a demo via Internet. Thank you for viewing this presentation. Press "Esc" to exit. This presentation shows how a schedule such as this one can be input into the Eloquent Records software application for easy online access and to control the entire life cycle for your records. The presentation will first show selected portions of the manual available as a PDF or paper document. Then there will be screen shots of the online version, and finally an explanation of how it is integrated in the software to control your entire records life cycle. The top level of the schedule
contains these sections. The Eloquent software can support
the block numeric coding system
used by LGMA or use a simple alphabetic
sort that is easier to re-structure. Each section describes the type of records it holds. The Eloquent software hyper-links
the cross reference for easy access. Sample of another section. LGMA has a strict 3-level structure.
Section -> Primary -> Secondary The Eloquent Records software supports
any number of levels. This is an example
where an extra level would be convenient. The secondary level contains the
retention and disposition data. Another example of secondary levels. Eloquent could insert
an extra level here. The LGMA index is at the back of the manual. With Eloquent Records a simple
keyword search finds the subject. A keyword search on "government protocols"
is found in the online system, even if the PDF index has it under "A". LGMA has the citations at the back of the manual,
with a reference to the subject number. Eloquent Records includes the citation
with the relevant subject for greater convenience. Note: the Secondary subjects
are at the third level Descriptive Name
Date (Date Range) (agent) Virtual File Folder Owner Classification Descriptive Name
Date (Date Range) (agent) Virtual File Folder Descriptive Name
Date (Date Range) Electronic
Document Note: Users are offered only folders relevant to their work group. Virtual File Folder Descriptive Name
Date (Date Range) Keyword descriptive name
document full text Date (date range) Classification Subject Owner (agent) Search Options (combination of above)
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