Datacatch Librarian Customer Stories
Accountant finds compliance solution that makes cents
"We needed a more affordable way to store our compliance data," says Gavin Fraser, a partner at The Field Group, an accounting and legal services group in Melbourne, Australia.
 Recent compliance legislation has had a huge impact on the way businesses need to manage their data. There are now specific requirements about what data needs to be retained, how long it must be kept and how quickly it must be able to be retrieved. Strict penalties apply to any business that fails to satisfy these requirements.
"Much of the data we were storing was paper-based. We started out with one filing cabinet but the number of cabinets soon grew. Once the filing cabinets started to fill multiple rooms we knew it was time to take action. Not only were the storage costs getting out of control it was also becoming more and more time-consuming to locate any information we needed."
"We decided to scan all of our paper documents and store the digital versions on DVD," says Gavin.
"That solved our space problem and, when teamed with Datacatch Librarian, we were able to implement a complete record management solution."
Datacatch Librarian is a powerful software solution for cataloging, managing and locating files stored on removable media, including removable hard drives, USB keys, and optical discs such as CDs, DVDs, Blu-ray and HD-DVDs. Running in the background is automatically catches details from removable media and stores the details in its database. Acting as an extension to the Microsoft Windows file management system, Datacatch Librarian is fast to learn and easy-to-use.
DVD management made easy
"Whenever we create a new DVD Datacatch Librarian asks whether we want to record details about that disc in its database. That's all there is to it," says Gavin.
"It then prints out a label for both the disc and its case. These labels contain an index number that we also record in the database. We then file the discs in index number order. We can also record the physical location of each disc in the database, right down to its position within a cabinet."
"Adding our existing CDs and DVDs which contain backups and archives was just as easy. We simply insert each disc into the computer's DVD drive and Datacatch Librarian does the rest, automatically capturing details including the file and folder names, metadata, and thumbnail versions of any image files."
"When we need to retrieve a disc or file it takes just a few minutes instead of several hours or even days! We can search for any client, compliance or backup file and within seconds Datacatch Librarian tells us which DVD we need, and where that DVD is located."
"There's also loan management functionality so if one of us needs to remove a disc for any reason the database can tell us who has that disc and when it is due to be returned," says Gavin.
"Datacatch Librarian is very easy and intuitive to use. Its close integration with Microsoft Windows Explorer has meant that no-one has needed special training to become productive with this valuable tool."
"I like to describe it as the functionality Microsoft forgot to add to Windows," he says.
"Datacatch Librarian is understated in terms of visibility, but overwhelming in terms of functionality."  
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