Steve,

We implemented an electronic filing system several years ago (ImageNow by Perceptive Software). Since most of the documents which we receive now are transmitted electronically, rather than snail mailed, we file them directly into ImageNow.

The system is based on document type with related information. Doc types for us include: award, budget, proposal, RFP, financial reports, program reports, correspondence, etc. Each document also has five assignable fields/tags which we can use to call them up, so, for example, we can pull a list of all doc types related to a 1) single project, 2) a single PI, 3) a single award number, or 4) by unit financial contact. Cross-referencing these we could get, for example, a list of all awards for a specific PI. We use the last field to indicate a file purge date.

Works like a dream and we always know exactly where all the files are..........and you don't even have to leave your desk!

Prior to implementing ImageNow, we had built a similar simpler system on a common departmental drive with a folder for each grant and subfolders for different doc types. It was all PDF-based. ImageNow gives us robust search capacity and cross referencing.

Larry

~~~~~~~~~~~~~~~~~~~~~~~
Larry Waxler, Director
Office of Sponsored Programs
University of Southern Maine
1 Chamberlain Avenue
P.O. Box 9300
Portland, ME  04104-9300
Telephone: 207-780-4413
Telefax: 207-780-4927

>>> "Key, Diana" <xxxxxx@FSU.EDU> 2/13/2013 9:26 AM >>>
Steve,

We implemented the 3M RFID Tracking System a few years ago and we have been extremely pleased with it. Like you, we were always hunting for missing files. Now that all the files are tagged, we check them in and out at various office locations. If someone forgets to checked it out, no problem-we have a student take inventory frequently by going to each office with a wand and scanning every file there, which automatically updates the location in the system. Initial setup was pricey, and the tags and check-in pads are not cheap either. However, when compared to the total value of staff time spent searching for files, we feel it is well worth the expense.

Diana

Diana L. Key, CRA
Associate Director
Sponsored Research Services<http://www.research.fsu.edu/contractsgrants/index.html>
Florida State University
874 Traditions Way
Tallahassee, FL 32306-4166
P: 850-644-8648 F: 850-644-1464

From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Shapiro, Steve
Sent: Tuesday, February 12, 2013 7:14 PM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Looking for SRO File Tracking Solutions

Hi all,

Our office has a challenge with grant files that 'magically get up off their shelf and walk around our suite'. Theoretically, staff are supposed to fill out a color coded checkout card and leave it in the file's place on the shelf. In reality, they don't.

Our current solution is sending a student worker scurrying about noting where the files are and then returning to the file cabinet and filling out a checkout card.

Over the years, we've casually investigated solutions ranging from bar coding to RFID tags (the same tags that are used in stores to prevent shoplifting and track which isles you visit). The marketing for these tools makes them look like they are beyond fabulous.

I'd be interested in hearing from any SRO related office that has implemented any type of technology based tracking system and finding out what your real world experience has been.

(PS: this might even be a good conference session topic)

Thank you,

Steve Shapiro
Computer Services Manager
Research Technology Services
University of Oregon
5219 University of Oregon
Eugene, OR 97403
(541) 346-0720
xxxxxx@uoregon.edu<mailto:xxxxxx@uoregon.edu>

====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.healthresearch.org (click on the "LISTSERV" link in the upper right corner)

A link directly to helpful tips: http://tinyurl.com/resadm-l-help ======================================================================

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)

 A link directly to helpful tips:  http://tinyurl.com/resadm-l-help
======================================================================

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)

 A link directly to helpful tips:  http://tinyurl.com/resadm-l-help
======================================================================