Three Validations for Accurate Record Keeping

One benefit of storing your records in a records center facility is the security and protection of your files. An additional benefit is being able to have a specific box (or file from a box) delivered when you need it. But how does JK keep track of your boxes so we can deliver them on–time, when you need them?

JK Archives
JK Archives

When something is scanned at a records center it creates a validation in the system. This validation lets the records center know the time and date the item was scanned, the person that completed the action, and the location or work order the item was scanned to. At JK, we use a three–part validation process for receiving and delivery of items.

Each pick–up generates a customer specific work order for the total number of items that are brought to the warehouse. The pick–up validations are as follows:

  • The first validation happens at the customer’s site when the driver scans each item. The system compares the existing ownership of those items to the work order’s customer number. Any discrepancies will appear on an exception report for the warehouse manager to address.
  • The second validation takes place when the delivery vehicle is unloaded in the warehouse. All items are unloaded onto pallets and scanned into a temporary location. This temporary location lets the system know the size of the item and provides immediate accessibility should they be requested by the customer. A report is run to show any items that were scanned at the customer’s site and not scanned to a pallet location. In addition, any items that were not scanned at the customer’s site that were scanned to the pallet location cause an exception in the system and appear on a report for the warehouse manager to address.
  • The third and final validation occurs when the items are taken off of the pallet and placed in their final location within the warehouse racking system. When all items have been removed from the pallet, a report is run to see if any items still remain on the temporary pallet location.

This process almost entirely ensures the accuracy of the items received and stored at the records center on its own, and when it is combined with constant physical auditing of the collection – the accuracy moves to one hundred percent.

A similar process as described above takes place when items are requested from the Archives Center. A customer specific work order is created for every delivery request. All items pulled from the inventory appear in a “pick list” that is downloaded into a scanner for a warehouseman to pull. The delivery validations are as follows:

  • The scanner automatically sorts all items to be pulled in location order. The warehouseman goes to the first location and looks for the barcode number of the item requested. When found, the warehouseman scans the number creating the first validation.
  • All items that are pulled are placed onto pallets in an out–going area in the warehouse. This is where delivery personnel retrieve the items for the day’s deliveries. All stops the driver will make are loaded into a scanner. The driver performs a truck validation, scanning all of the items that are to be delivered for the day. Any un–scanned items appear on a list in the hand held scanner and the driver is not able to leave the facility until everything on the list has been scanned.
  • The last validation occurs at the customer’s site when the items are being delivered. Using the hand held scanner, the driver identifies the specific work order for the customer receiving the items. Each item is then scanned and, upon completion, the customer signs for the product.

For all three of the delivery validations, if the Archives personnel attempt to scan an item that does not belong to the list in the scanner, then an audible error sounds and an error message appears on the scanner screen. This message has to be acknowledged to continue operating the scanner.

As you can see, a great deal of time and effort is invested in the proper checks and balances to make sure all items are received and delivered appropriately one hundred percent of the time. 99.9% accurate maybe good enough for some industries, but in the world of records center that just doesn’t cut it.

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