Expert services firm seeks client-ready archive management or inventory software

We are looking for a type of archive management or inventory software, though our requirements are somewhat different.

Our expert firm operates in the field of forensic accounting, among other areas. We assist with searches of premises and take custody of seized documents for further review and processing (sometimes even on-site). To optimize our document management processes, we now need a solution for the quick and easy documentation and cataloging of seized documents.

Specifically, the system should capture documents, assign them to a project, and, if necessary, photographically document and uniquely identify them (e.g., with a barcode via a label printer). Additionally, it must be able to simultaneously “check in” the documents into a list (an inventory status) to provide an overview of the documents in our possession. Later, we should also be able to check the documents out again.

The requirements are therefore:

• Creation of projects (e.g., “Criminal Case XYZ + Case Number”) and recording of the items to be documented and identified under this project
• Recording of additional information (e.g., “Seizure: Office, Location, Date” - essentially a subcategory of the project)
• Here it would be important (since we sometimes take over hundreds of items) that this information does not have to be entered individually for each item.
• Text-based entry of the description of the seized item to be cataloged (e.g., “2012 Outgoing Invoices Folder”)
• Option for simple photographic documentation (e.g., via a USB camera connected to the computer or similar)
• Printing of a unique label (with barcode)
• “Inventory management”: Ability to check items in and out (even multiple times)
• Ability to export lists

The solution should be used on one or more laptops and be mobile (preferably: compatible with both PC and Mac).

Note from SoftGuide:

Based on the requirements and the specific application area, we recommend using multi-client archiving. Each project would then be a client. This way, specific requirements can be efficiently met using standard functions.