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SYSTEMS - RSSQL®

Saracen, as with many Records Management companies use the world leading RSSQL® from O'Neil Software Inc (www.oneilsoft.com). For over 25 years O'Neil Software has been leading the way when it comes to solutions for the commercial Records Management industry.

As a business Saracen depends on this software to help us realise the solutions we wish to provide to people. With a huge support team working around the globe and regular enhancements being made to the products, the partnership we have created with O'Neil software has become invaluable in helping Saracen Datastore Ltd rise to the forefront of service provision.

Saracen has a long standing proactive approach to embracing the software and all it can offer. As a valued Strategic Partner, Saracen is an "early adopter" of new releases as the feedback we provide to O'Neil is invaluable to them in ensuring smooth product releases.

A few of the key features of RSSQL® are:

SYSTEMS - RSWeb.Net®

Online Client access is provided through RSWeb.Net®, enabling clients to index their box and file information directly in to the Saracen RSSQL® database. Clients are further able to search and look up information with regard any managed record whether it be held off-site with Saracen or managed internally within the clients own archive. Add to this the ability to submit and track service requests and detailed reporting, RSWeb.Net® provides our clients with the power of information at their fingertips. Some example screenshots are shown in the next couple of pages. With an intuitive menu system that allows our clients to search and work with their records. Finding a particular file is simple, using pre-defined "Quick Searches." We can personalize these searches to suit not only your requirements but also your terminology to prevent any need for your staff to learn ours. There is also an advanced search tool and clients are able to work dynamically with their results. What about ordering services? The "Getting Started" page quickly acquaints you with this feature. You can request by barcode, your reference number or use our advanced "Search & Select" tool. Records are then placed into a "shopping cart" which is a feature many are now familiar with on sites such as Amazon. RSWeb.Net® auto-calculates the exact delivery time based on your own service level agreement, so you’ll know when your request will be delivered by. And orders are not just limited to pick-up or delivery requests. You can also order services, request supplies and even check the ETA status of any order... any time.

RSWeb.Net® Secure Client Login:

Home Page:

Inventory Management:

All fields are customisable to suit the needs and the terminology of your business. Saracen will hold a workshop with key representatives of the Naismiths LLP and will look to create a bespoke package that is designed around your needs. With such a workshop we will not only cover the look and feel of the site but also cover off the access and security requirements you may have. The time invested at this consultation stage will pay dividends later as the system is rolled out across departments within the organisation.

Many Records Management companies may have RSWeb.Net® but few will go to the lengths of customising access and the look and feel. At Saracen we always put this effort in as it has been proved time and time again that it not only helps smooth out the roll out programme by increasing the "buy in" form key personnel but it also really does make a difference to how efficient the system will run for you.

Neither Saracen nor O'Neil Software believes in "one size fits all" which is why O'Neil makes the software the way it does and that is why Saracen uses the software the way it does.

The question to any prospective provider is not "Do you have O'Neil Software?" - But rather "Do you fully engage the features of O'Neil Software?" – You will get a very different response.

SYSTEMS - RSMobile®

RSMobile® empowers Saracen with functionality that could only be previously realized at a workstation. Tasks that previously took many steps, required training and understanding, and meant that the user had to return to the workstation, can now be completed directly from the handheld RSMobile® device, improving speed, saving time and most importantly, reducing costs.

RSMobile® communicates directly to our RS-SQL® database using widely available wireless communications (known as GPRS/EDGE or WiFi/802.11). And because RSMobile® is communicating directly with the database, we don't even need to have a workstation switched on.

We simply need to be in a wireless zone (or Hotspot) within our facility or we can utilise a GPRS data connection, RSMobile will automatically connect us to the database.

A simplified user interface, greater functionality, live lookups from the database, signature capture when delivering/picking up, wireless interface to printers the list goes on.

And the most exciting part of this technology is that it is in the start of its development cycle, with so much more to come! The MC909X pictured to the left is an extremely rugged device – designed to withstand multiple 6 foot drops to concrete across the entire temperature range. Accidents will happen but with this device you can be sure that loss of data is not a concern.

Client Highlights

• Live Inventory with File and Document Tracking and online Client Access
• Secure Delivery with GPRS Real Time Tracking and satellite tracked vehicles with all vehicles
• 100% Accuracy Guaranteed with Point to point Scanner Tracking and receipt printers
• Simple Payment with Multi Cost Centre Invoicing and workorder breakdown.
• Client Control with User and Cart Administration
• Easy Reporting with Online customisable reporting
• Cost Controlling with Retention Scheduling and destruction policies
• Easy Access with Document Imaging and flexible delivery schedules.

What our Clients say

Our documents are retrieved promptly and the bar coding makes life so much easier

Val Salter,
HR Owen Plc

Saracen have always been friendly, professional and helpful

Angela Hall,
Musicians Answering Service Ltd

Always helpful and do what they say they will do. I feel confident with Saracen.

Jon Deery,
Joella Productions Ltd

Customer Services have been extremely helpful to us, and are doing a great job. Thank you. Your drivers are also friendly which makes a change from other delivery drivers.

David Troup,
Informa Plc

Fast. Prompt. Excellent.

Carrie Gaston,
Hestia Housing and Support

There is a standard approach of professionalism throughout the company.

Louis Tolaini,
Penningtons Solicitors LLP

I have to say I am very impressed by your company... from those who work in the office to your drivers and the excellent service - nothing ever seems too much trouble.

Steve Dunning,
Kuoni UK