The impact
Validate records before they are filed
Batch and serial references are checked against approved mappings before a record moves into the controlled structure.
Standardise naming and destinations
The same naming and routing rules are applied consistently instead of relying on manual interpretation each time.
Separate exceptions from routine filing
Anything that does not match the agreed rules is surfaced in an exception queue rather than being filed into the wrong location.
Preserve accountable quality control
The Application prepares the filing action, while an authorised reviewer retains responsibility for controlled records.
The problem
Electronic batch filing can depend on staff interpreting scan codes, checking reference registers, naming files and placing them in the correct controlled location. Errors create traceability risk and repeated quality administration.
What the Application does
AIMAI developed the Application to turn an intake folder of scanned records into a controlled filing workflow. It parses filenames and scan codes, checks them against approved batch and serial mappings, recommends the correct file name and destination, flags anything that does not match the rules and supports approved write actions only after the required review.
How it works
- Scanned quality records arrive in the agreed intake location
- File names and scan codes are parsed
- Batch and serial references are checked against approved mappings
- Correct file name and controlled destination are proposed
- Unmatched or ambiguous records are routed to an exception queue
- Authorised reviewer approves the final filing action
What it uses
- Scanned records
- Batch and serial mapping register
- Naming and routing rules
- Controlled folder hierarchy
What it produces
- Live intake queue
- Validated batch or serial match
- Standard file name and destination
- Exception queue and audit record
Where people stay in control
Human sign-off remains a hard control for quality-managed records. Automated movement only occurs under agreed permissions and validation, with exceptions held for review rather than guessed.
The result
Quality teams work from a validated filing queue rather than manually interpreting every scanned record. Naming and destinations are applied consistently, mismatches are isolated for review and controlled movement remains subject to authorised human approval.
Could something similar work in your business?
It is likely to be relevant if:
- Scanned quality or batch records need to be matched to serial, batch or project references.
- Staff repeatedly rename files and decide where they belong.
- Incorrect filing creates traceability, quality or audit risk.
- Exceptions need to be separated clearly from routine records.
- Human sign-off must remain in place before controlled records are moved.
Have a workflow like this?
Tell us how scanned records are validated, named and filed in your quality process today. If the workflow has similar batch mappings, routing rules and approval controls, we can show you how an Application could be configured around your controlled filing process.