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F I L I N G

M A N A G E M E N T

D O C U M E N T

S Y S T E M S

M A N A G E M E N T

Templestock


F I L I N G

M A N A G E M E N T

S Y S T E M S

D O C U M E N T

D O C U M E N T

M A N A G E M E N T

M A N A G E M E N T

The ultimate objective of Document Management is to

Benefits of Document Management

make all types of documents more accessible and

Effective Document Management helps to:

usable. Effective Document Management within today’s

Improve business processes

business makes for improved administration.

Speed up collaborative tasks

The accuracy of filing and the ease of information

Improve workflow processes

retrieval is essential for the smooth running of all

Improve information access

organisations.

Reduce legal risk

Improve file retention policies

In today’s environment the failure to keep accurate records, or locate and produce records, can have

Templestock can recommend the correct combination

serious consequences on all businesses. A systematic

of resources to help achieve effective Document

approach to Document Management means that

Management, which may include one or more of the

information and records will be more reliable, easier to

following:

use and retrieve. Misfiles will be eliminated and

High density storage products.

records stored in the most appropriate format.

Hard copy filing solutions

Electronic Document Management

There are three main types of documents commonly used in business today. ■

Paper based documents

Microfilms

Electronic documents stored on computers or storage media such as CDs. Colour Coded filing in a Fineline moving aisle system

Even though computers are becoming ever popular, paper based documents still remain the most frequently used and stored types of document within organisations. Only 10% of documents currently fall into the microfilm or electronic categories. However electronic document storage is on the increase and poses the same challenges to records managers as paper based documents do.


Custom designed Colorbar® labels

Hard Copy Filing Solutions

■ TOP TAB FILING

Templestock provides an extensive range of hard copy

Similar to end tab files with the indexing label on the

filing solutions.

top edge of the file. This allows colour coding to be used in drawer based filing systems, such as

■ END TAB WALLETS AND COLOUR CODED INDEXING

Templestock’s new Concept range.

End tab wallets used in combination with colour-coded labels provide an efficient filing system.

■ BAR CODE TRACKING

Trying to find a misplaced file in a traditional storage

Smeadlink Express File Room® successfully integrates

system can be like trying to find a needle in a haystack

paper based documents into an efficient Document

- virtually impossible, incredibly time consuming and

Management system. Location and usage of individual

labour intensive. Templestock’s range of colour coded

or multiple files can be monitored as they move

indexing makes the job of spotting misplaced files

location by scanning each file’s unique barcode. File

quick and easy. If the colour pattern is broken, the file

requests can be made via the software to the existing

has been housed in the wrong place. It’s that simple.

holder of the file, and an audit trail of all file locations is available to prevent lost or mislaid records.

This range of colour coded indexing is designed for small to large applications of active filing and

■ PRE-LABELLING

comprises four systems:

A pre labelling service is offered to organisations

Alphabetical colour coding

without the resources to carry out file labelling.

Numeric colour coding

External labelling causes the minimum amount of

Alpha-numeric colour coding

disruption to your organisation’s day-to-day practices

Terminal digit colour coding

and can include the colour coded label printing, affixing labels to wallets and direct delivery to the relevant department.

Misfiles are intantly apparent with colour coded filing

Barcode tracking in operation


■ COLORBAR® SOFTWARE Templestock also supplies ColorBar® software which enables entire colour coded labels with new or existing index designs to be produced quickly and easily. The software is so flexibile that it allows bespoke labels to be printed incorporating 2D barcodes, company logos, colour coded year and month labels using alphabetic or

Geezah, Diamond A. 123456789 FILIN G AND STORAGE SYST EMS

F ILIN G AND STORAGE SYSTE MS

Baracus, B.A. 987654321

numeric systems.

Templestock


Electronic Document Management In addition to hard copy Document Management Templestock can advise on methods of managing electronic documents. There are many reasons why organisations wish to move from a paper based to Electronic Document Management (EDM) system. These include providing instant access to information, giving multiple users the ability to view information simultaneously and improving business processes. A phased adoption of EDM is recommended to ensure successful implementation. The most essential part of any EDM system is the organisation’s commitment to managing records efficiently. The hardest part of EDM is embracing a records management policy that makes best use of existing paper records. Once this is underway the organisation can move towards the integration of paper and electronic documents.

■ HARD COPY SCANNING For organisations wanting to reduce paper usage and benefit from the use of EDM, a hard copy document scanning service is offered that converts paper based documents into electronic form. Organisations can choose to convert all existing documents to electronic form, which is time consuming and expensive, or set a date from which all future paper based information is converted and stored as electronic document form. The latter is more cost effective as 85% of the retrieval of a document takes place during the first 24 months of its life. In addition to hard copy scanning Templestock is able to organise the storage of paper based documents off site.

Smead®, Smeadlink Express® and Colorbar® are all registered trademarks of Smead Manufaturing Inc.


F I L I N G

M A N A G E M E N T

S Y S T E M S

D O C U M E N T

M A N A G E M E N T

■ MANAGING ELECTRONIC DOCUMENTS Templestock can also advise on a Document Management system that can successfully integrate both paper based and electronic documents. Smeadlink Express® incorporates both document management and records management offering a complete recordkeeping solution, that can manage the document lifecycle according to best business practices. Advances in technology and more frequent computer usage have increased the amount of information created by businesses. The quantity of electronic files and emails are increasing at an alarming rate and must be organised in order to be used effectively. Smeadlink Express® can manage all types of electronic document such as emails, word processed documents, spreadsheets and images as well as integrating with existing paper based records. This

Document scanning

functionality leads to increased productivity, reduced costs and more informed business decisions. Every organisation has its own specific information needs and practices. The EDM solution focuses on understanding the organisations needs and building solutions with necessary technologies to solve information access problems. With the capability of growing as your organisation grows, Smeadlink Express® is an immediate and on going solution to your recordkeeping requirements. If you are interested in finding out how any aspect of our Document Management service can assist your business, please contact our sales office. Electronic document viewing in Smeadlink Express®

Offices in London and Birmingham Registered Office: Systems House, 1 Ravenscourt Park, London W6 OTZ. Telephone 020 8741 0625, Fax 020 8741 7509.

Templestock

Birmingham Office: Telephone 0121 508 5888, Fax 0121 783 1876. enquiries@templestock.co.uk www.templestock.co.uk ISO 9001 accredited. Product specification may change without prior notice due to our continuous improvement practices.

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M A N A G E M E N T S Y S T E M S D O C U M E N T M A N A G E M E N T F I L I N G Effective Document Management helps to: s Improve business...

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