Sun Data Solutions

Below are some of the features we have built into the Tracker for people like you. Reading through these you will develop a feel for how custom software is built. It is a general framework, improved with your input. Fit to your exact needs. Your Tracker does what you need and nothing more, nothing less.

This feature list is by no means complete. Every day we are building customers new custom functions that help make the Tracker more useful to them.

General Framework - every version of the Tracker starts with the basic ability to track an item from one location to the next through user interaction. An item might be something like a document, folder or some piece of equipment. It will have a barcode on it which will identify the item to the Tracker and users and can update the Tracker to reflect where an item is. Users can see a history of where the item has been or who has had it. You control who has access to the Tracker. The general framework also includes your basic search functions to identify items in the Tracker and see that items details (as in, where is it or who had it last).
Advanced authentication - Do you want only certain users to see certain items? You can limit a users ability to see various details about items. Access to certain information can be limited by determining a user's access level and giving each item in the Tracker a minimum user level required to access the items details. If the user's access level doesn't meet or exceed the items required access level, then the protected information is not displayed.
Demographic information - The Tracker can store a virtually unlimited amount of information about the item you want to track. It could be as simple as a file number, client name and narrative about the item. The more relevant information you keep in the Tracker on your tracked item, the easier it is to find that item and determine its location or history.
Notes - Notes for each items are helpful to add additional information so that other users can see what has been done to an item or what may need to be completed. Since access to the Tracker is available from anywhere, users can use notes to let other users know important information about the item.
Login history - The Tracker can keep a log of users access to it and display in a custom report format which user accessed the tracker with date, time and their IP address.
Email interoperate - The Tracker can send automated emails to users who have items that need to be moved or relocated.

Screenshots

The following screen shots are from the template designed for law offices. Please keep in mind that the Tracker can be custom designed to meet your needs. You designate the field names you want to be displayed about each item you intend to track. For instance, where a law office may choose 'Client Name,' 'Client Number' and 'Client Matter' as the predetermined fields, your office may choose fields such as 'Project Name,' 'Project Manager,' 'Project Description' and 'Project Status' to track the location and progress of your project folders.

If you want a much more hands-on experience you can request demo information and obtain a username and password, along with instructions to access your own demo version of the Tracker.

Scan In

Users will see this screen when they log into the Tracker and immediately be able to quickly scan files to their location. Once a file has been scanned the program will alert the user that the file's location and history have been updated accordingly. The speed and efficiency of the program allows users to continuously scan new items with a typical delay between scans of less than a second. This enables the user to scan multiple items without a noticeable delay between items even with multiple users accessing the program at one time.

Scan Out

This function allows users to quickly scan items to another location. The typical application for this function would be to give office staff the ability to check items out to office executives. The program keeps track of both the location being scanned to and the person scanning the item for user accountability (read more about user accountability below on the details function).

Details

The details screen allows users to see all information stored for a particular item. It first shows the item's demographic information. These fields are highly customizable for each particular application. The screen shot to the left shows the typical information for use in a law office. Once you decide Tracker by SDS is the right solution for your office you can choose the fields you want to be stored. A medical office may find it useful to store fields such as Patient Name, Known Allergies, Insurance Information, etc.

The details screen also shows the item location information and the time it was last scanned there. In the actions field a user can choose from this screen to check the item to them self.

Find

As the title suggests, this is the page where users are able to locate missing files. Searches can be executed on any of the fields in the database and all the matching items will be displayed at the bottom of the page. In the results section there will be a link for each resulting item that will take you to the details screen and display the corresponding information as mentioned above.

New File

On this screen users with the proper permissions (read more about permissions on the admin screen) can enter new items into the database. There is a blank for each field in the database that can be filled or left blank. Once the user submits the information, the item will immediately be placed into the database and be ready to be tracked or searched throughout the office. The initial location will be set to that of the person creating the entry.

Statistics

Here users can see a real-time accounting of how the Tracker is being used in the office. Typical statistics include the number of scans, items in the database and number of users.

Administration Panel

Access to this area of the Tracker is limited to users with administrator permissions. From this page the admin can create, edit or delete users. Administrators can also edit items in the database as well. Locations are places where files can be scanned but are not considered users. A typical subscription to the Tracker will include a set number of users and unlimited locations.

Necessity is the Mother of Invention

Sun Data Solutions was founded by an attorney who sought to eliminate the endless paper chase of trying to locate lost or misplaced files and documents. As an answer to this problem the Tracker was born. It has grown into the most popular online program for law, medical, accounting and real estate professionals.

Frequently Asked Questions

How do I access the Tracker?

The Tracker is an externally hosted program that users access via secure capable internet browsers such as Internet Explorer.

What are the benefits of a hosted/online Tracker?

With the prevalence of highly reliable internet connections, there are a growing number of online software programs. The benefits of online or hosted software include multi-platform compatibility and ease of setup and installation. With no computer hardware or software to maintain in the office there is no longer a need to worry about backups, upgrades or hardware failures. Another benefit of an externally hosted program is the ease of access from remote locations without private networks or security concerns.

It is secure?

Sun Data Solutions' Tracker uses the most up-to-date 128-bit data encryption to secure the connection between our servers and end-user computers. Access to the Tracker software is also controlled by username and password. Clients can designate one or more administrators to create and modify access with the administrator control panel.

Is the information I store in the Tracker safe?

We utilize the most up to date server technology to run the Tracker software. All the information stored on our servers is automatically backed up at regular intervals throughout the day.

What equipment or software is required for the Tracker?

Bar code scanners are the only equipment that a typical user will need to purchase. Each user's computer should have a barcode scanner attached to read the barcode labels. Sun Data Solutions recommends a pen-like scanner as pictured on the main page due to their durable construction, small form-factor and reasonable price. Quotes for service can include the costs for scanners for each user, or you can acquire your scanners from any third party vendor of your choice.

How do the bar code scanners work?

Barcode scanner can be the pen or wand type infared scanners or the newer laser scanenrs. They connect to a users computer either in-line with a PS/2 keyboard connection or via USB connector. The PS/2 keyboard connection is a wedge type connector that fits in-line with the existing keyboard. When a user passes the scanner over a bar code label the bar code is translated into numerical key strokes. The scanners reduce user error and make the most efficient use of time, requiring only a fraction of a second to scan each label.

What about the barcode labels?

Labels can be purchased in bulk quantities of 1000 from Sun Data Solutions or if you prefer you can print your own labels with address labels, laser printer address labels and barcode printing software. The barcode labels we typically supply to our customers are manufactured with specialized materials and methods depending on the application. This ensures the best adhesion and durability to prevent destruction or loss of labels through heavy use. The labels can also be printed with your firm or company name.

What are the alternatives for tracking items with barcodes?

There are several companies out there that will set you up with their software that requires special hardware or software to be installed at your location. These systems typically require large investments in time to install and learn to use. The maintenance factor is also burdensome and expensive. You should familiarize yourself with other offerings of these types but don't be surprised when the startup costs exceed your expectations. Even the maintenance costs of most systems is more expensive than our monthly subscription rates. You will see that the Tracker by Sun Data Solutions is a breeze to learn, requires no server hardware and doesn't cost you a dime in maintenance. On top of all that, the Tracker is built to do what you want and nothing more, nothing less. There is no cheaper solution on the market and the time you will save will produce a much greater net benefit to you.

Feature List