Digital Records Management

Cave Tab provides software and services to organisations planning to move from paper to Digital or Electronic Document Records Management Systems (EDRMS)

There are several ways in which Cave Tab can help you, for example:

Conversion

We can take all your paper records and scan them to create images and indexes and either web host them for you, or return them to you to load into your own software systems. Whilst your documents are with us being processed, we provide a fast retrieval service to minimise disruption in your organisation. Conversion applies equally to existing records as well as new ones in the future. These can be routed to our Bureau on a routine basis for processing and uploading to your Electronic System.

Web-Hosting - Cave Tab Docs Bank

Many organisations these days prefer to outsource the management of their Electronic Records Management System so they enjoy all the operational benefits but do not incur the internal management and upkeep costs. Cave Tab Docs Bank offers your staff instant access to your records at the desktop via the internet without the need for any software to be loaded or maintained at your end. The system is fast and secure - you decide on the technical level of security you want, eg. normal internet, VPN secure connection or dedicated line. Cave Tab will work out a Service Level Agreement (SLA) with you and guaranteee performance levels in accordance with it. You pay for the service as you use it, there is no capital outlay and no requirement for you to provide any IT resource at all. Contact us for more information.

Electronic Post Room

Cave Tab provides daily Electronic Post Room services to our clients. Paper mail is delivered to our Service Bureau and is logged, classified, indexed, scanned and uploaded to your EDRM system or to our hosted Docs Bank service on the same day. This service can often provide very significant overhead savings for clients.

Data Capture and Forms Processing

Cave Tab has the resource and capability to receive your documents and forms on a daily basis, scan them and electronically capture data from them, which can then be uploaded into your own ERP systems. This service can and does generate very significant savings for many organisations.

In-House EDRM Systems

If you prefer to manage your own software installation in-house, perhaps for security or operational reasons, Cave Tab can supply a variety of solutions according to your requirements. These solutions may involve our Alchemy, FileTrail or Docs Bank systems, or a combination of more than one. Cave Tab has the resource to configure systems, install them for you, train your staff and provide on-going technical support.

FileTrail in particular, by providing an easy viewing platform, has helped many organisations bridge the gap between scanning their records and the rollout of their main in-house EDRM and Workflow system. 

Contact us for more details.

Hybrid Archiving Services

Many organisations that are forced to hold very large numbers of old records that are infrequently accessed, often find it uneconomic to have them scanned, yet do not want to have valuable office space taken by storage for them. Cave Tab offers a 'Hybrid Archive' service whereby all records are taken from a client's premises, but only the more recent, and thus more active ones are scanned. The remainder are put under FileTrail control, enabling the client to make online searches and requests on the occasions that older records are required. On receiving a request Cave Tab will locate the record, immediately scan it and then either a) upload it to the client's secure hosted EDRMS or b) electronically transfer it to their in-house system.

The benefits to the client are:

• Office space is completely cleared of paper records.
• Money is only spent on scanning active records.
• Inactive records only have a minimal cost of storage until their retention period has expired and they can be legally destroyed. 

Secure Document Destruction

After scanning, Cave Tab can securely destroy your documents on our own premises, under direct control. We only use Department of Environment Approved Shredding contractors that work on our premises. All waste material is sent for re-cycling. You will then be issued with a Destruction Certificate which completes your audit trail and ensures you remain compliant at all times.

 Contact us for further details.