BACK

Electronic Document Storage

Electronic Documents Storage - INSTRUCTION MANUAL

Click back to Document Management or About Menu Page or How CBS Works for You.

The Major Advantage
Document Management and Correspondence Control couldn't be easier or more secure. When you use CBS, your electronic records are stored in a controlled access database. And because CBS is provided on your LAN or over the web, you can choose to have the database kept off-site. That means you are better protected in the case of fire or other disaster at your premises.

Regular backups allow the database to be restored in the event of outage of the server, and if up-time is critical, the database can even be mirrored.

Of course, because your files are available on-line, you can store the physical records in a convenient, safe and secure on-site or off-site location. But the biggest time-saver is that you do not have to file them by category or by subject person, as they are just stored "on a spike" in whatever order they were received or prepared.

The 5 Key Steps of CBS Correspondence

Correspondence Control couldn't be easier
The full process can be broken down into 5 key steps ...
1. Receive, Open and Scan >> 2. Electronic "Uploading" and "Logging" >> 3. Analysis and "Action" Allocation >> 4. Research, Analysis and Detailed Response Preparation >> 5. Review, Sign-off, Sign, Send and Store.

STEP 1. Receive, Open and Scan mail

1 (a) The "Openner" date stamps all mail, then passes them onto the scanning section.

1 (b) The "scanning" operator passes all correspondence through the scanner, which creates the EDs [electronic documents] into a predetermined folder on your computer desktop. It is often advisable to scan the envelope and check reverse sides for double-sided correspondence and other documents.

Note 1 - Where a document comprises more than one page, it should be scanned as a whole. This way, the ED contains the whole of the letter or report [and can be read that way by authorised persons]. Although most scanning programs have OCR, it depends on the likely usage as to whether it is viable for all documents received.

Note 2 - If some materials do not need to be scanned, they still should proceed through the scanning section, onto the logging process. Such "reference" materials can still be logged in CBS together with their actual "physical location". This way, the paper process remains linear [and hence more stable].

STEP 2. Electronic "Uploading" and "Logging" then Physical Storage

2 (a) Document batches [usually of 20 letters or so] are passed onto the logging section. The "logging" operator selects the "New Job" form and records any relevant information about the Job. The operator then "Uploads" the EDs into the CBS "Vault" [a number of documents can be uploaded in one action].

Note 1 - Documents received in the one envelope are usually about the same matter [or "Job"]. When they have been logged, the EDs are packaged together as a "V-Pack" [Vault Package]. If an envelope contains documents that refer to two or more different matters, it is probably best to log them as separate V-Packs.

Note 2 - In extreme cases [where the same document has to be handled as different matters], the ED can be "duplicated" by uploading it more than once.

Note 3 - Documents received from another department containing answers to prior enquiries usually refer to a previous "Job". Instead of creating a "New Job", those V-Packs should be "tied" to the appropriate Job #.

2 (b) As soon as the EDs of a V-Pack have been "logged" and "uploaded" to CBS, it is wise to mark the physical documents [of that V-Pack] with the relevant V-Pack # and Job #.

Note 1 - Both V-Pack #s and Job #s are computer generated unique numbers.

Note 2 - In due course, as a job acquires several pieces of correspondence [and reference material] flowing in a variety of directions, the Job # is an invaluable reference tool that ties all the material together and presents them as a group on the same "Job Control Sheet".

Note 3 - When the "logging" operator is recording the job, CBS allows them to nominate the electronic filing places at the same time [or this can be left for the "analyser"]. Simply choose "File" and select the appropriate files, OR "Staple" and select the appropriate persons, organisational units or positions, etc.

2 (c) After each V-Pack Set has been physically "marked up" with their V-Pack # and Job #, the operator then puts them, chronologically, "into a box", or "on a spike".

Note 1 - Effectively, paper is truncated at that point ... no need for multiple photocopies, tedious filing, or over-full filing systems [with its later problems of document containment, shredding or other disposal tasks].

Note 2 - When all documents in a V-Pack have been processed, the "logging" operator simply presses "New Job" again, and gets on with the next "Job".

STEP 3. Analysis and "Action" Allocation

3 (a) Correspondence received is then read, analysed and sorted into "Action Groups". Part of the analysis process is to determine the "Action" steps required [for the Response] and to allocate each "Action" step to the appropriate person or "Action Group". The Analyser records each "Action" step and responsible party on the "Job Control Sheet".

Note 1 - Actions that are recorded on the "Job Control Sheet" can nominate a specific ED. This allows rapid access to the relevant ED and its Cover Sheet.

Note 2 - If the "logging" operator has not nominated the electronic files for the job, the "analyser" does it as their first step. CBS works equally well either way. If the file nomination has already been done, it is useful for the "analyser" to check that it has been done appropriately.

3 (b) Depending on the volume of correspondence received by the office each day, it is often worthwhile doing a check to see that all new V-Packs [for the day] have been tied to the appropriate Job#. This is especially true where correspondence has been received from another department or contains research information and results.

Note 1 - Part of the "Analysis" review is to assess the relative importance and urgency of each Action step. The default values can be changed at any time and will serve to ensure Office Management reports are up to date and reasonably valid.

Note 2 - As soon as an Action step has been allocated, the Action step will be accesible by the responsible person or Action Group. That way, they are able to get on with the work [for the day] without any undue delay.

STEP 4. Research, Analysis and Detailed Response Preparation

4 (a) Executive Staff members now perform all research, analysis and preparation of detailed responses. Where external research is required, they can use CBS CORRIDOR™, e-GRAM, Alpha Page and other technologies to communicate and collaborate with other departments and resources.

Note 1 - CBS can be used to initiate e-mail messages directly from the Contact or Person records.

Note 2 - CBS e-GRAMs allow easy messaging which ties the message directly to the relevant CBS records. This makes it easy and straight-forward for the recipient to get right into the subject matter, but not have bits and pieces of e-mail attachments floating all over the place, and getting out of date, and not filed or not readily accessible to all authorised parties.

4 (b) After performing work on a "Job", the Executive Staff member revises the status of the "Action" step [on the Job Control Sheet].

Note 1 - CBS allows easy [yet powerful] reporting for Correspondence and Document Management purposes, through the Document Management Console for any "authorised" persons. Reporting buttons and menu items are usually subject to a Profiler Right.

Note 2 - Optionally, the Executive Staff member may use e-GRAMs [and/or e-mail] to alert the next person or the supervisor as to the status or other actions required [where significant]. This is particularly valuable where the people concerned are not in the same location at the same time [eg one or both are working away from the office or outside of office hours].

Note 3 - If an ED exists in the CBS Vault, but does not belong to a Job, the Vault form allows rapid creation of a Job #.

STEP 5. Review, Sign-off, Sign, Send and Store

5 (a) The Senior Manager reviews progress and workflows on a regular basis [daily, weekly and monthly]. This entails looking at reports of all outstanding work and statistics of work throughput. Every week or so, the Senior Manager reviews the status and quality of work on each Job by reviewing the documents and other records stored electronically. Procedures for this will vary depending on the workload and type of work in each office.

Note 1 - CBS allows the Senior Manager to create tasklists [as a CATIP in the CORRIDOR™] for themselves, and to add to or modify ones that are attached to Jobs [through the Job Control Sheet]. Electronic task management like this increases efficiency and makes follow up and review a breeze, without having to be physically present or hold face to face and paper copy meetings.

Note 2 - Another benefit is that Executive Staff can "present" their work and progress at team meetings using a projector [or having members connected by phone or voice over IP], while their audience looks at the reports, statistics, correspondence, documents and other records "on-line".

Note 3 - It is possible [and very easy] for the Reviewer or Authority to read the material of the Job or in files, then apply their "Electronic Sign-Off" to the correspondence Cover Sheet, then and there [simply by entering their UserName and Password]. This means the work, the review of work, and the sharing of team information is no longer dependent on getting all the people in the same place at the same time.

5 (b) The Senior Manager and other "Sign-Off" parties, review the final draft response and sign it off. They can "electronically sign" their approval to the correspondence to be sent and "pass it on" to the Authorised Signatory.

Note 1 - CBS allows a "Sign-Off" person to review correspondence electronically without having to be physically present. The authorised Reviewer can read the material of the "Job" or "files", then apply their "Electronic Sign-Off" to the correspondence Cover Sheet simply by entering their UserName and Password. This means that distance is no longer a prohibitor ... the "boss" can review correspondence and reports from anywhere, anytime.

5 (c) The Authorised Signatory reads the correspondence to be sent, then when satisfied, physically signs the documents. The signed documents are then scanned and stored electronically.

Note 1 - By scanning the physically signed outward correspondence, CBS stores the "proof" that the correspondence was signed without having to file physical copies. The exact contents can be accessed and read at any time by authorised parties.

Note 2 - A complete audit trail is kept of correspondence received and sent and all associated documentation. CBS Audit Tables store which user did what, when.

Note 3 - In certain circumstances, office policy may allow for a "Signature" to be applied to correspondence on behalf of the "Authorised Signatory". Where this applies, the "Authorised Signatory" can inspect and approve correspondence, electronically, without having to be physically present. The nominee then signs the correspondence "on behalf of" and records that they have done so, on the ED Cover Sheet.

Click back to Document Management or About Menu Page.

Click back to CBS Files or How CBS Works for You.

0406