Miami, April, 2006 - In the age of electronic document management and imaging, physical files are still a necessary evil. Unfortunately, physical files often get misplaced or sometimes even lost. This in turn wastes attorney time and can result in less than the best customer service. Now PerfectLaw Records Management System, with barcode scanning and database tools let firms install policies and procedures that minimize if not eliminate costly misfiling problems.

PerfectLaw Records Management System (RMS), employs an advanced database that describes and tracks the physical location of every folder, who has it checked-out, and who changed the database. In effect, it controls the distribution of all physical file folders, drawers and boxes of documents and associated attachments.

PerfectLaw RMS handles every phase of the workflow including initial file folder creation, checkout / check-in, re-assignment, re-filing of misplaced files, retention disposition (archive, return to client, destroy). It also sports a Rules Engine for lifecycle retention for each folder type and practice area. These flexible scheduling rules allow users to effectively manage and dispose of physical files faster. So RMS also reduces the amount of on-site physical file storage required and saves the firm money because lifecycle file management both schedules and enforces faster final file disposition.

PerfectLaw RMS Prints customizable barcode folder labels and employs handheld barcode scanning to minimize the problem of lost or misplaced files and to ensure checkout and file location accuracy. The system employs sweep algorithms where the file drawers and boxes are periodically scanned so all misplaced files are returned to the correct location.

File check-out requests can also be emailed with an associated pick-list giving the location of each file, so records managers can pull them quickly. Once pulled, the file barcode labels are scanned, the file set is checked-out, a pick-list report is printed and delivered with the files.

Powerful on-line search methods using the PerfectLaw Data Browser create pick-lists for files at different locations in one step that even tells the records person where the files are. Additionally, if some documents are checked out, a wait list can be printed and/or emailed to users for the ASAP return of the files.

When RMS is combined with PerfectLaw’s document management and imaging system, document profile records are not only linked to the online image of a document, but tell you which location and which folder holds the original physical document. This profile link not only fosters quick access to both on-line and physical documents alike; but lets you quickly duplicate files, so they can by assigned to different users at once or replace lost docs and files by simply preprinting from the on-line version of each file.