Installation

First download the proper platform setup file,

> RMS Setup x.x.x.exe (Windows x64) - Windows 
> rms_x.x.x_amd64.deb - Linux/Ubuntu|Debian
> RMS-x.x.x.dmg|rms_darwin_x.x.x.dmg - MacOSX

Then start the program from the Start menu.

IMPORTANT!!! VERSION PRIOR TO 1.1.0 DOES NOT SAVE THE SCANNED IMAGE TO THE DATABASE.

Post Installation

Move the rms.db database file to another location, like your documents and edit the settings.json referencing the new location.

Version 1.0.0

The initial release using a local SQLite database identified as rms.db.

A parent category is the file draw. (cannot contain documents) A sub-category is the file folder

Creating a Records System

Your process for creating a records system should also be documented in your Standard Operating Procedure (SOP) Manual. Download the SOP Manager to organize your SOP's from https://sourceforge.net/projects/sop-manager/

Personal File Categories

Suggested personal file categories

Asset Management Account
Bank Account
Children's File
Credit Bureau Report
Credit Card Bills
Credit Card Receipts
Creditors
Doctor & Hospital Bills
Education
Employment Recrods
Financial Blueprint
Guarantees, Warranties, Instructions
Home
Important Papers
Insurance
Investments
Personal
Receipts
Resume
Retirement Plan
Taxes
Phone
Utilities
Will & Health Proxy

Business File Categories

Vital

Public Records - Corporate Charter, Fictitious Names, UCC
Correspondence - Legal
Intectural Property - Trademark, Copyright Registrations
Investments - Stocks and Bonds
Minute Books of Meetings
Real Estate - Deeds, Mortgage, Bill of Sales
Tax Returns

Important (kept for 6-7 years)

A/R Ledgers - Group by periods
A/P Ledgers - Group by periods
Canceled Checks - Group by periods
Creditor Invoices - Group by name
Customer Invoices - Group by name
Inventory Records - Group by periods
Payroll Records - Group by name
Purchase Records - Group by periods
Time books - Group by periods

Useful (kept 1-3 years)

Bank Reconciliations - Group by periods
Employment Applications - Group by name
General Correspondence - Group by date
Insurance Policies, Expired - Group by date
Petty Cash Vouchers - Group by name,date
Receiving Records - Group by date
Stenographer's Notebooks - Group by name

Alphabetical Listing of Business Categories

A/P Ledgers - Group by periods
A/R Ledgers - Group by periods
Bank Reconciliations - Group by periods
Canceled Checks - Group by periods
Correspondence - Legal
Creditor Invoices - Group by name
Customer Invoices - Group by name
Employment Applications - Group by name
General Correspondence - Group by date
Insurance Policies, Expired - Group by date
Intectural Property - Trademark, Copyright Registrations
Inventory Records - Group by periods
Investments - Stocks and Bonds
Minute Books of Meetings
Payroll Records - Group by name
Petty Cash Vouchers - Group by name,date
Public Records - Corporate Charter, Fictitious Names, UCC
Purchase Records - Group by periods
Real Estate - Deeds, Mortgage, Bill of Sales
Receiving Records - Group by date
Stenographer's Notebooks - Group by name
Tax Returns
Time books - Group by periods

Non-Profit Categories

The recent formation of the tax exempt organization known as Amerione Corporation, I needed file folder categories for the non-profit. Performing a search on non-porfit file folder categories will produce endless list on filing a non-profit organization and not with creating a filing system.

The following links I found most useful,

https://christiesaas.com/filing/
https://snacknation.com/blog/how-to-organize-an-office-filing-system/
https://nonprofitally.com/get-organized/

The third choice meet my needs, with the addition of an SEC folder because as a tax exempt organization, you can offer tax exempt bonds. See IRS publications 4077 [https://www.irs.gov/pub/irs-pdf/p4077.pdf] & 4078 [https://www.irs.gov/pub/irs-pdf/p4078.pdf].

Recommend that you contact both your tax professional and license attorney for the mechanics on offering tax exempt bonds?

From https://nonprofitally.com/get-organized/,

Board Documents
Corporate Documents
ED Documents
Finance
Fundraising
Grants
Insurance
License and Permits
Newsletter
Members
Outreach
Office Documents
Policy
Personnel
Resources
Security Exchange Commission (SEC) - added for tax exempt bond offerings, EDGAR registration, etc.
Social Media
Thank Yous
Websites
Volunteers

Version 1.0.1

A patch version to fix issues with duplicate categories, scan fields not clearing, select fields initialization and display date as a localized date.

BACKUP exsiting SQLite database (rms.db) before updating. The rms.db would be installed, by default, at

C:\Users\{USER}\AppData\Local\Programs\rms

Version 1.1.0

This release fixes the issue of the scanned documents not being saved to the database. On the document viewer page, you have the option to Download/Save the current viewing image as a image file. If you have a multiple page document, you must move to the next view before saving the page as an image.

A REST API is introduced, the REST server parameters are defined in the SETTINGS.JSON,

http:://localhost:3000/version          => retrieves the version number (1.1.0)
http:://localhost:3000/categories       => retrieves a JSON encoded object of the categories defined
http:://localhost:3000/documents        => retrieves a JSON encoded object the document id and description
http:://localhost:3000/document/{id}    => retrieves a single document by the ID in a JSON object.

Release Schedule

Whenever the code base is updated, a new standalone executable is created and replaced with the existing executable.

Version     Date            Changes
-------     ----            -------
1.1.1       08/27/2020      Fixed settings.json aplication launch issue, clear category description field on
                            reopen, added cwd in settings dialog
1.1.0       08/27/2020      Fixed Scan saved to database; Added settings.json for specifing database at a 
                            different location, implemented REST API
1.0.1       08/20/2020      Fixes (duplicate categories, scan fields not clearing, select field initialization,
                            localized date)
1.0.0       08/17/2020      Initial release

A Good Resource

Filing Systems and Records Management (College series) 3rd Edition

Available at https://www.amazon.com/dp/0070614717

EOL or End-of-Life

When a piece of software is useful, there should never be an EOL doctrine. The intention for this application is to achieve immoratlity ;).

At some point of time in the future, this project may appear to be dead and abandon. The opposite will be true!

When this project reaches that stage, this project has matured to a level where maintenance is minimal (mostly updating to latest version of Node).

Patrick Ingle
Developer
August 17, 2020