File Tracking And Document Tracing

File tracking and document tracing in the law firm

To ensure that the forwarding of documents and the tracking of files, e.g. in the tax consultancy office, from delivery to filing in the archive does not descend into chaos, we offer a flexible complete solution for tracking with the Tracker4all solution.

In the vast majority of in-house mail departments, law firms and companies, the items arrive at a central receiving point or in the incoming goods department.

To ensure a well-structured distribution and tracking, the Tracker4all solution including mobile devices or wired barcode scanners is the ideal solution.

It is possible to equip professional barcode scanners with the Tracker4all App as well as to use the app on an Android smartphone in addition to normal barcode scanners.

The interaction of the app with the Tracker4all software automates the work steps from the delivery of the files and documents, through the acceptance and further processing in individual departments, to the collection or delivery or filing.

For example, when a supplier arrives at the head office in the morning and delivers tens or even hundreds of files, a quick collection process begins by simply scanning them.

The incoming files and documents can then be easily captured with the help of the Tracker4all app, sorted or unsorted by supplier or client. The capture mode “fast capture” enables the capture of more than 2000 items per hour – that should be enough even for high demands.

This makes it very easy for the staff at the head office or in the goods receiving department to enter entire consignment deliveries from suppliers quickly and without errors thanks to the fast data entry.

Once all consignments have been entered with the help of the barcode scanners, the employees can start assigning them to the corresponding recipients or areas and departments. This also works comfortably and quickly with the barcode scanners: scan the consignment code, select the recipient or a department and you’re done.

If the recipient’s e-mail address is stored in the master data, a corresponding e-mail can also be sent automatically to notify the consignment. Or a predefined e-mail can be sent to a colleague informing him/her of the distribution so that he/she also receives immediate information.

Once all consignments have been entered with the fast entry system, the employees can start assigning them to the corresponding recipients or areas and departments. This also works comfortably and quickly with the barcode scanners: scan the consignment code, select the recipient or a department and you’re done.

If the recipient’s e-mail address is stored in the master data, a corresponding e-mail can also be sent automatically to notify the consignment. Or a predefined e-mail can be sent to a colleague informing him/her of the distribution so that he/she also receives immediate information.

Of course, the e-mails can also contain other information, such as announcements about the delivery, a request to pick up the item at the head office, etc. When the consignment is collected or handed over, receipt is confirmed by a signature and the name in clear text on the mobile barcode scanner or smartphone.

If consignments are to be prepared for onward transport to other parts of the company or to another location, they can be booked to a special storage location or room and delivered together.

A booking to so-called means of transport (colli, trolley, container, car, etc.) is also possible quickly and easily. This means that so-called temporary storage on file trolleys no longer remains undocumented and is only retrieved after days of searching.

These collective bookings can then be completely rebooked and also booked out with just a single barcode scan. Here, too, the separate rebooking of what could be hundreds of individual consignments is eliminated by a single scan. On arrival at the destination, the consignments can then be debited from the means of transport and delivered. The debiting can of course also be carried out in between, provided the means of transport has not been explicitly blocked for this purpose (closed transport).

All recorded files and/or documents are stored in a central database and can be viewed and also edited at any time in Tracker4all. For this purpose, all processing steps are recorded as a status with date and time. In this way, a transparent history is built up with which each individual step can be tracked at any time.

Tracker4all is available as a hosted solution in the cloud or on your own computer in the company network. Both solutions thus offer the highest level of security.

Relieve the burden on your employees at head office and in the departments by using the Tracker4all complete solution and bring new simplified and transparent workflows into your company.

Make questions like “Where is the file now?” or “What should I tell the client now?” a thing of the past! Simplify and digitalise file tracking and benefit from more transparency for all employees in your company.

Feel free to contact us and test the system for yourself today! You can find more information here on the main page or simply contact us directly.