File Center Knowledge Base

1. RSWeb.net - With a user name and password you can log in to our website database and “Add” a container or filefolder records to the database on-line. With this process, there is an on-line form where you can add the information such as the description or range of the contents of the box or the name of a file. File Center will provide container barcode labels in advance (required) and customize your on-line account form for you to add the index of your containers on-line. This can all be done prior to having File Center pickup the records. Call File Center for a user name and password to log in to RSWeb.

2. Spreadsheet Import - Using Microsoft Office - Excel© you can customize a spreadsheet that we can import container or filefolder information into our database. To utilize this feature, the spreadsheet and data needs to be formatted properly. The columns might include the following data: FCI Barcode (required), Description (20 characters), Alphabetical or Numerical Range, “To and From” Date Range (mm/dd/yyyy in 2 separate columns) and Destruction Review Date (mm/dd/yyyy). Filefolder data can also be imported as long as the File Center container barcode number is referenced on each row of the spreadsheet for each filefolder. When your spreadsheet is complete simply email it to us

3. Transmittal Forms - When container barcode labels are requested, they are delivered with accompanying transmittal forms. These forms can be filled out and returned to File Center when the new boxes are picked up or dropped off. Each line on the form will include a corresponding barcode number and basic fields that will be keyed into the database.

4. Filefolder Data-entry - File Center personnel can open each box and key in the information found on each filefolder tab within a container. File Center will key in up to 2 separate fields of information. Usually the information entered is a name and file number or birth-date found on the tab. Filefolder data-entry service provides a complete, comprehensive inventory of all of the files in each box. With this level of indexing, you will be able to lookup your filefolder records in RSWeb by name or number. This level of indexing makes retrieving files or medical charts easy. There is an additional charge for this service. Please refer to your agreement or ask your File Center sales representative for pricing.

5. Front Panel of Container - File Center personnel can extract BASIC information from the front panel of each box. We will key this information into fields that most likely correspond to the data extracted. The data extracted is limited to a basic 20 character description, sequence range, date range and destruction date. If there is more data on the outside of the box, then it may be required that another indexing option be used such as filefolder data-entry (see 4 above) or photo-indexing (see 6 below). An additional charge may apply for these alternate indexing methods. Note: Do not index on the side, top, lid, bottom or on multiple sides of a container. Data will ONLY be extracted from the front panel of the container.

6. Photo-Index of Container - File Center personnel can take a digital picture of the front panel of each box. We will create a hyperlink to this digital photo on-line in RSWeb. In RSWeb you can click on the link and see what the front panel of the box looks like including any information printed on the outside of the front of the box. With the photo available online, you can view the printed information on the container and complete other fields in RSWeb for future lookup and improved indexing. There is an additional charge for photo-indexing service. Please ask your File Center sales  representative about pricing.