Microsoft Access Database for Filing System

  • Status Closed
  • Budget $30 - $250 USD
  • Total Bids 24

Project Description

We need a simple Microsoft Access database to track the location of files in our office and an offsite location. We are a legal firm.

Our office filing system is setup as follows. Each matter has a unique matter number which is assigned by another system.

We have a few locations:

Lawyers desk (onsite)

Central Storage Filing Cabinet (onsite)

Offsite storage

We have five statuses of files:

Active: files are files that are actively being worked on by the lawyer (located at lawyer's own desk)

Keep in View: files that do not require immediate action but need to be followed up kept onsite. (stored at Central Filing cabinet onsite)

Dormant: files that may be dormant for several years but still have some follow up matters to do (stored in offsite location)

Closed: files that have been completed (stored in offsite location and destruction date set for 10 years from the date of closing).

Destroyed: files that have been closed and physically destroyed.

There are two categories of files:

Litigation: those that involve court work

General: everything else

These files will be physically segregated according to the two categories although they are stored in the same location. For e.g. Cabinet A in offsite location has all the Litigation files and Cabinet B has all the General files.

The Microsoft Access Database has to:

a) Be able to easily enter in new Matters and optionally key in the First Party and Second Party of the matter. We should also be able to enter a Category (there will only be two categories at the moment Litigation and General).

b)Track the movement of the physical location of the files and note who has taken the files. Also if taken from Central Storage or Offsite Storage, set a date for it to be returned.

c) If file is put into KIV or Dormant, to optionally set a follow up date.

d) To be able to query for files that need to be destroyed, returned or followed up.

e) Flexibility to add in more locations if we add in more offsite/onsite storage.

f) Form must support batch movement and entry of files (since we may be moving hundreds of matters from Central Storage to Offsite.)

g) For files that have been physically destroyed to record the destruction dates (must be easy to do this in bulk for e.g. if from the query that the closed files need to be destroyed, we should be able to mark all the files

We also need preliminary advice as to how to integrate this system with a barcode system to reduce human error in checking in and out documents. Please let us know in your bid if you'll be able to advise on this (optional).

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