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

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 M A N A G E M E N T

D O C U M E N T M A N A G E M E N T

The ultimate objective of Document Management is to

make all types of documents more accessible and

usable. Effective Document Management within today’s

business makes for improved administration.

The accuracy of filing and the ease of information

retrieval is essential for the smooth running of all

organisations.

In today’s environment the failure to keep accurate

records, or locate and produce records, can have

serious consequences on all businesses. A systematic

approach to Document Management means that

information and records will be more reliable, easier to

use and retrieve. Misfiles will be eliminated and

records stored in the most appropriate format.

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.

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.

Benefits of Document ManagementEffective Document Management helps to:

■ Improve business processes

■ Speed up collaborative tasks

■ Improve workflow processes

■ Improve information access

■ Reduce legal risk

■ Improve file retention policies

Templestock can recommend the correct combination

of resources to help achieve effective Document

Management, which may include one or more of the

following:

■ High density storage products.

■ Hard copy filing solutions

■ Electronic Document Management

Colour Coded filing in a Fineline moving aisle system

Hard Copy Filing SolutionsTemplestock provides an extensive range of hard copy

filing solutions.

■ END TAB WALLETS AND COLOUR CODED INDEXING

End tab wallets used in combination with colour-coded

labels provide an efficient filing system.

Trying to find a misplaced file in a traditional storage

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

- virtually impossible, incredibly time consuming and

labour intensive. Templestock’s range of colour coded

indexing makes the job of spotting misplaced files

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

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

This range of colour coded indexing is designed for

small to large applications of active filing and

comprises four systems:

■ Alphabetical colour coding

■ Numeric colour coding

■ Alpha-numeric colour coding

■ Terminal digit colour coding

■ TOP TAB FILING

Similar to end tab files with the indexing label on the

top edge of the file. This allows colour coding to be

used in drawer based filing systems, such as

Templestock’s new Concept range.

■ BAR CODE TRACKING

Smeadlink Express File Room® successfully integrates

paper based documents into an efficient Document

Management system. Location and usage of individual

or multiple files can be monitored as they move

location by scanning each file’s unique barcode. File

requests can be made via the software to the existing

holder of the file, and an audit trail of all file locations

is available to prevent lost or mislaid records.

■ PRE-LABELLING

A pre labelling service is offered to organisations

without the resources to carry out file labelling.

External labelling causes the minimum amount of

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

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

Custom designed Colorbar® labels

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■ 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

numeric systems.

Templestock

Electronic Document ManagementIn 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.

Templestock

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

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.

■ 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

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.

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

Document scanning

Electronic document viewing in

Smeadlink Express®