Records Management Systems

Many organisations that use RefTracker, also use a Records Management system (RMS).

Some customers have had their RefTracker system recognised as a “System of record” so that output from RefTracker does not also need to be recorded in their Records Management system.

But where RefTracker and an RMS need to work in collaboration, there are several RefTracker features that can be used to make this easy:

• Where all outgoing emails from RefTracker need to be in the staff member’s email client (from where it is picked up by the RMS) you should use the “Bcc; outgoing client emails” option in each request form design. Go to System>Request form summary and [options] for the form/s that cover topics that need to be included in the RMS.  Go to the Processing options tab and tick the “Bcc outgoing client emails” parameter.  By default this parameter copies all client emails to the staff member who sent the email, but another option allows the emails to be sent to a specific email address (such as one monitored by the RMS).
• In the History and Correspondence tabs of the Summary screen, the Print option allows the history of a question to be printed, emailed, output as a .pdf, and cut and pasted into a word process document (useful where the content needs to be manually adjusted before sending. This provides evidence of the work done that can be sent to your RMS.   It is also useful for justifying billing.