Records Management is about finding the most efficient system to manage your corporate files and records.

Effective Records Management means your organisation can increase productivity and reduce costs.

For example, a typical company may spend 20% of its records management budget on supplies, 12% on filing cabinets, 30% on the cost of office space and 38% on labour costs.

Putting in place a more effective records system will save 35% of this budget. By increasing the spending on supplies from 20% to 24% and maintaining the 12% spent on filing cabinets, the amount spent on office space can be reduced by 75% and labour costs can be slashed by 50%.

Incredible but true! These findings are supported by actual case studies, which can be found on our website and are also available on request.

The proliferation of electronic documents has placed great importance on identifying both vital paper and electronic records. Electronic Records Management software (ERMS) is the key to managing these vital records successfully. Formfile’s Infosoft Systems has proven excellence on clearly defined process.

There are six key steps in the Formfile Records Management Process:

1. Audit

   Through interviews we determine the specific needs of your organisation.



2. Requirements - Consumables

   We select the best folders and accessories to suit your needs.



3. Classification and indexing of existing files

   We train you and your personnel in using your Formfile Infosoft system.



4. Conversion of existing files to the recommended filing system

   We train your personnel to do this and can also provide a willing workforce to help you.



5. Design and implementation of archiving processes

   This keeps your active files to a manageable size, and lets you get to inactive files easily when you need them.



6. Destruction of obsolete records

   Get rid of the junk! We can help you determine which records are no longer needed and arrange for them to be securely destroyed.

Audit

Your filing system is as unique as your business.

Through our audit process we find out what's working in your current system and how we can improve on it to suit your needs.

The type of questions we ask in the audit process include:

• Number of people using formal files, and the number of people using personal files?
• Number of formal files and the number of files that should be in the formal system?
• What other items, such as photographs, videos and manuals, should be included in this system?
• Space currently used for active files?
• Who requires access to the formal filing system?
• How long does information remain active, and what happens to inactive material?
• How does the existing formal filing system operate?

Consumables:

We've got the best file folder for the job.

You'll often find a lever arch file has only four or five pieces of paper in it, while a manila folder will be bursting at the seams. Practices like this waste your space and time.

Formfile’s wide range of consumables is sure to contain the solution.

We'll recommend the consumables to best suit your needs. Formfile uses common sense tactics such as:

• only recommending fasteners where needed, and
• turning a file into a flexible lever arch binder without the need for additional space.

The key to success is to choose the best form at the start, and then to stick with it!

Classification and Indexing

You're not the only one with problem files...

Having installed 3,500 Formfile systems across Australia, we've found the single most common need in office administration is for a simple and structured system of cataloguing and documenting files.

We design a system to suit the specific needs of your business, taking into account:

• your budget,
• personnel and
• the nature of your work environment, whether paper or electronic, or both.

After talking through your needs, we present you with a written proposal and quotation.

It's this personal attention that ensures you get the most out of your system investment.

Conversion of Existing Files

Having nightmares about the changeover?

At Formfile we know that the most daunting part of your decision to upgrade your records management system is the actual conversion process itself.

That's why Formfile’s Records Personnel offers the services of over 50 part-time staff, trained in all facets of file conversion and records management procedures.

We fit your schedule

This dedicated team is available:

• during or after office hours,
• on weekends or public holidays at the same rate as normal business hours

We provide a fast and accurate service so your staff are left free to do what they do best.

Archiving

Does your business have an archive dungeon?

The longer it's been there, the more menacing it seems, and the process of sorting it out may fill you with horror!

Formfile Archive can save you. We have teams of staff with the necessary administrative, legal and taxation background required to:

• Document, schedule and re-box existing archival records
• Evaluate what records can be legally destroyed
• Cull, document and box non-active records from active storage
• Redesign and build an in-house archival storage system
• Provide and manage cost effective off site storage, retrieval and destruction

Security Destruction

"All people are hoarders, but retaining old files is like running 120 metres in a 100-meter race."

Formfile Archive can securely destroy files that have been identified as of no further use to your business.

Clear out the dungeon and open up some space!