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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
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Improve business processes
business makes for improved administration.
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Speed up collaborative tasks
The accuracy of filing and the ease of information
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Improve workflow processes
retrieval is essential for the smooth running of all
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Improve information access
organisations.
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Reduce legal risk
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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
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High density storage products.
records stored in the most appropriate format.
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Hard copy filing solutions
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Electronic Document Management
There are three main types of documents commonly used in business today. ■
Paper based documents
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Microfilms
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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
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Alphabetical colour coding
without the resources to carry out file labelling.
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Numeric colour coding
External labelling causes the minimum amount of
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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.
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■ 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.