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Benefits in maintaining a well organised filing and archive systems
We offer a comprehensive range of filing and archiving, storage and indexing products from the world’s leading manufacturers who are at the forefront of technology and innovation so you can be assured that your documents are well organised and smartly presented.
The speed at which we gather and generate information has been greatly increased by technologies advances. But even with emails and the internet, the paper usage in the office is still increasing by around 20% each year. That extra 20% must either later be wasted, or filled away, where it takes up 20% more space. For ineffective filing systems, this could lead to duplication of records, retrieval effort and increased storage costs. Facts like this underline the crucial importance of proper records management.
Benefits in maintaining a well organised filing and archive systems
The benefits of maintaining a well organised filing and achive system has been proven time and time again:
- By saving you time because documents can be found quicker
- You can make better use of expensive office space by clearing away the clutter
- By reducing embarrassment and the danger of losing documents with potential legal consequences
- Unused files can be easily discarded or archived
- Records can be kept up to date more easily
The most effective filing and archival management systems are based on the “five stages lifecycle of records”
Creation: as soon as someone decides to keep a piece of information
Active: Information that is referred to frequently
Semi-Active: Information that is not regularly used, but has to be kept
Archival: Information that has a long-term, probably historic value
Disposal: This may mean destruction or transfer to someone else
Indexing is Important
Indexing significantly reduces the time to store or retrieve documents. What is more, it is essential for information sharing. If your filing system is properly managed, anyone can make sense of it and the office will always run smoothly.
Choosing the Right Index
Which index you need depends on how frequently you access the information filed. Board indexes are fine for occasional use; for greater frequency, you need PVC, polypropylene or an index with long lasting Mylar reinforced tabs and spines. If alpha, numeric or calendar sequence is unsuitable, create you own personal index system with plain or insertable tabs.
Colour Coding
Colour coding makes storage and retrieval even more efficient and indexes with colour co-ordinated index tabs and contents provide fast, easy cross reference. Bright colours also make more impact and add prestige to presentation material.
Smarten Up Your Image
All indexes and dividers improve document presentation. Unpunched indexes are available for documents which are comb wired, thermal or slide bound. Illustrated literature, photographs and other material stored or presented in punch pockets need extra wide indexes to ensure the index tabs are always in view.