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Efficient Circulation Processes in Document Management: A Collaborative Model

Explore how DocuData Origins and EDC.RC developed a system for efficient circulation processes, including order management, delivery, and error tracking, with a focus on collaboration and shared success. Learn about the various stages of the circulation process and the benefits of systematic error prevention and handling. Discover how the uniformity in operations and tracking mechanisms enhance the document management experience for high-volume sites in multiple locations.

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Efficient Circulation Processes in Document Management: A Collaborative Model

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Presentation Transcript

  1. EDC RC Overview Introduction to circulation processes

  2. DocuData Origins • EDC RC developed for DocuDepot • Grew through • Improved process management • More automation – such as billing • Web • Client software • Imaging on demand • RIMS Link • Competitive advantage, interesting to other RCs • Collaborative model (support, change requests, Rims link) • DocuData founded in June 2000 • High volume, multi-building sites in India • -Rims link in Australia • -Shared customers with NJ, Toronto, BC, Calgary, Winnipeg (eg. banks, consulting)

  3. Consequences: • We want to share success • Generous with our knowledge and experience • Invite discussion and feedback • The system works… very well! • Design and experience • Solutions to meet many needs • Conversions from other systems • Multiple modes of operating:

  4. Standard Operating Procedures • DocuDepot experience • Numbering systems • Location layout • Truck validation • Systematically reduce complexity • Uniform across employees • Uniform over time • Eg. Left to right, top to bottom • Common errors • Prevent errors if it is possible and efficient to do so • Catch costly ones early with validations • Tracking mechanisms for fixing errors

  5. Circulation Overview

  6. Circulation Overview

  7. Circulation: Orders Tab 1 2 3 4,5,6 7 8,9,10

  8. Objects have states that reflect how far they have progressed in the circulation process. States

  9. States – Boxes and Files

  10. Orders • Orders are entered in various ways • Via web • Orders module • Recurring order • Tape schedule • Order processor • Once in the system, Processed the same • By time / 24hrs – Pick and Run • Regular / by date - Picking List

  11. States - Orders

  12. Picking • Picking time -> Pick regular orders • Pick • Rush order -> Pick and Run • Pick by order in the orders module • Upload in us

  13. States – Order Items

  14. Delivery Creation • Once all items have been picked • Multiple orders per delivery possible • Error if orders not being picked • Delivery slip not printed if PDT not uploaded (repeat) • Visually sort items to delivery slip by customer key

  15. States - Deliveries

  16. Delivery Routes • Applies to physical deliveries by RC • Uses template • Create route report for driver • Efficiently download to PDT for Validation and Delivery with PDT

  17. Truck Validation • Download list of deliveries for Route • Confirm matching of bar coded items to delivery slips

  18. Delivery • Collect information on Delivery slip

  19. Return • All deliveries must be returned: • Confirm 0 item returns • Scan items into the record centre • With PDT or directly through computer

  20. Sizing / Staging Boxes: • Scan (move) boxes of same size to holding locations for sizing, process control (manageable batches) Files • Scan (move) files to transit location (bins)

  21. Reshelving / Refiling Boxes • Scan (move) boxes to available location of correct size • Verify that holding location is empty Files • File Refile with PDT • List empty

  22. Verification Return Verification: • View Not Verified Returns • View Items not verified (by delivery #) • Delivery Imaging • Delivery Billing

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