1. Omnidox Records Manager
Omnidox
Records Manager
Omnidox is an award winning Cloud based family of Document and Records
Management products. Providing secure, audited functionality to include
categorisation, retention management, search, retrieval and business
processing functionality, for both electronic and paper records.
Omnidox offers a low cost of entry and rapid Return on Investment. Omnidox is used today
by a rapidly growing number of customers both large and small, including blue chip corporations
such as Virgin, Santander, Barclays, Babcock Brown and a number of Government Agencies
such as Treasury Solicitors.
Omnidox Records Manager enables a single view of an enterprises paper records across multiple
locations as well as providing Document Lifecycle Management for paper based records. A summary
of key features is illustrated below:
secure and audited Web functionality.
Fully
Single view of records across multiple Box-it and customer sites.
boxit.co.uk

2. Omnidox Records Manager
Flexibility to view and search all your records, free text search and field level search.
- Customer Configurable fields to manage and search for records, by department
and by type of record.
- Request file, box or even document retrieval either physically or scan on demand.
- Invoicing flexibility across departments, locations and or sub-accounts.
- Audit history e.g. add date of record, historical movements.
Document Lifecycle Management, automated Review Date (Destroy date) by department
or document category.
Omnidox Sales
0800 800 8000 Current status of record e.g. in storage, destroyed, returned to customer.
www.boxit.co.uk
Paper Documents Digital Documents
Inbound Inbound
Destruction Destruction
Storage Storage
DIAGRAM TO
BE REPLACED
WHEN
FINALISED Data Capture Process
Enterprise Records
Management
Digital and Paper
Outbound
Omnidox
Secure Cloud Storage, Search,
Retrieval and Audit History
BPM Layer
Mailroom HR Accounts Payable Accounts Receivable Forms Processing Future Modules
• Work queues • Self Service • 3 way matching • E-billing • Compliance • Pay per view
• Workload balancing • HR Workflows • Electronic and • E-mail integration • E-forms • Planning
• Returned mail • Reports paper processing • Customer surveys • Contract
• Customer Service • Retention Management • Account opening • Legal Management
processing • E-payroll • Business Continuity
• Sector / departmental (battle box)
boxit.co.uk

3. Omnidox Records Manager
Reporting and Insight
Data presentation of the data you need as and when needed. Each customer can configure the fields
to be displayed for specific users depending upon their role, department or location, alternatively a user
can configure the fields they want to see (subject to their user rights) or display a ‘full’ view showing all
fields of information.
There are a number of reports incorporated into the base product such as:
Records by year or date-range of submission to storage.
Omnidox Sales
- By parent or sub account.
0800 800 8000
- By Storage location.
www.boxit.co.uk
- By Department.
Items due for review within a user defined date range, selected users can then edit review
dates, print destruction request forms which require signature and notification to Box-it for
secure records destruction.
Items retrieved and not returned to storage within a user defined time period (e.g. all boxes
ordered a month ago and still at status out with client).
Activity based reporting for example by user, department within a time defined period;
- Collections.
- Retrievals (paper).
- Retrievals by scan on demand.
- Urgent retrieval requests.
Audit trail reports (by account / department) who did what when.
Reports can be exported to Excel or as PDF.
Overview
Omnidox Records Manager is a powerful records management application that enables user
organisations to create, manage and maintain the addition to and retrieval from archives in a structured
and consistent manner, ensuring the integrity of the catalogue data and removing traditional dependency
on “local experts” to perform this vital function.
Organisations can create their own archive classification system within Omnidox Records Manager,
and users complete this data dynamically as they add content to archive boxes, using drop-down
selections, validation rules and other data input aids which have been pre configured within the system.
Omnidox Records Manager provides our clients with a flexible, configurable, facility that allows them
to view existing archive data regardless of where the physical box or file is stored.
boxit.co.uk

4. Omnidox Records Manager
When a user creates a box, they enter their classification data into Omnidox Records Manager,
together with the box label number (box bar code). This is the barcode label generated by us
and stuck to the box when it is made up. The box bar code number is the link back to the
warehouse management system (O’Neil).
Users can request containers from any storage location, and Omnidox Records Manager will
automatically allocate the requests to the site holding those containers for retrieval and delivery.
User specific reports can be configured based on the data stored, in association with the relevant data stored
in O’Neil. These reports can be delivered by email on a regular basis, or run ad-hoc when required.
Omnidox Sales
0800 800 8000 Omnidox Records Manager is a single, centrally hosted system within secure, resilient environment.
www.boxit.co.uk
Omnidox Records Manager
Regional Multiple Automatic
Instances Notifications
Office of RSSQL
Send Requests
Omnidox ORM User and Password Box and Allow Remote
Records (Central RSSQL) Permission Management File Data User Access
Management Management
Manager
Print NBDS View, Update Reporting Form Request Reporting Request Scan Request
User and Add Design Retrieval Destruction on Demand Pick Up
Functionality File/Box
Information
boxit.co.uk

5. Omnidox Records Manager
For many years managing paper documents has been carried out typically using spreadsheets
or custom built databases, Omnidox Records Manager takes this to the next level enabling
management of records irrespective of their location and ensuring compliance with regulatory
requirements with full document lifecycle management capability.
User and Password Management
Client Administrator – is able to set up their own users, access rights, reporting and data visualisation.
Omnidox Sales User – is able to set up their own Forms (or be restricted so that they cannot create forms). A user
0800 800 8000 is able to catalogue at an Account, Department or Sub-Account Level. A user/account can be assigned
www.boxit.co.uk Retrieve Only or Taxonomy Client permissions.
Omnidox Records Manager has a generic password policy which will be setup initially. Users will
not be allowed to modify passwords, when a user account is set up an automated notification e-mail
is sent to the user, notifying them of their new password. All users should be prompted to change
their password at their first log on adhering to administrator controlled rules such as password length,
frequency of change, characters etc.
Client Interaction
Once new file or Box data has been inserted, the user is able to request a collection and to raise
a New Box Deposit Schedule. The client is also able to request a number of archive related
activities, such as:
Scan on Demand, Collection, Delivery, Delivery on Same Day, Destruction, order
consumables.
Omnidox Records Manager will allow importing of box and file data (using a standard template/format)
for records that are stored outside of the Box-it Business. These could be at your site or even an
alternate storage provider, a single unified view of boxes and or files irrespective of their location.
The data mapping exercise will include records stored with Box-it today or those records moving to us.
This will also deliver:
Validation of an item’s barcode with the O’Neil database.
Validation of each field’s data and data type.
sortation of column headers.
Allow
Export selected records in csv format.
Upload the validated data to Omnidox Records Manager.
boxit.co.uk

6. Omnidox Records Manager
Omnidox Sales
0800 800 8000
www.boxit.co.uk
NEW
SCREEN
SHOTS
TO GO
HERE
Key Benefits
single interface from which users can access content, request retrievals and add records
A
regardless of user or storage location.
- Removes risk associated with localised catalogue lists which are maintained and accessed
by individuals.
Provides strong classification and categorisation features for users.
Manages user access control for cataloguing and or retrieval (set by individual user roles).
Emulates corporate file plan rules.
- Set up can include hidden “review date” criteria based on pre set rules (overcomes user
reticence to commit to a review for destruction date).
Compliance and good practice through regular management reports.
Add-on Functionality
Mobile Versions
Omnidox Records Manager offers a thin desktop based interface for Omnidox supporting iPhone
3.0+, iPad 2.0+, Blackberry with OS 5.0+, Android browsers.
Box-it UK Limited Tel: 01962 830 200
Winnall Down, Fair Lane Fax: 01962 830 300 boxit.co.uk
Winchester, Hampshire SO21 1HF Email: sales@boxit.co.uk