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Formfile Records Management Group
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Referral from Susie Barragans regarding Formfile's successful implementation of a Digital Office Solution for National Transport Commission.
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Referral from Susie Barragans regarding Formfile's successful implementation of a Digital Office Solution for National Transport Commission. (extended version)
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Formfile implements another successful Digital Office solution; assisting Deer Park on their journey to a digital platform
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ONE SMALL STEP FOR RECORDS, ONE GIANT LEAP FOR YOUR BUSINESS
As many businesses are attempting to move towards a “less-paper” environment they are discovering that their records management policies are insufficient for a digital environment. Frequently they have inconsistent practices and processes, with different departments using different filing structures and staff using different filing conventions.
Often information is stored in multiple locations with non-existent version control and staff unaware of where the most recent iteration of a document is located. Emails are treated in varying ways with the extreme being that they are deleted once actioned and others saving every document to personal drives or folders within folders. Staff have no guidance on what should be records captured nor naming conventions to ensure consistency for efficient order to locating of documents.
A simple vision for managing hardcopy and electronic records requires a common filing structure for electronic and hardcopy records. A Recordkeeping policy should be created which includes core principles consistent with records management best practice and the components of the Australian and International document/records standards applicable to the company.
Records and Information Management (RIM) is the professional practice of managing the records of a business or organisation, from the moment records are created in either hard or soft copy through to their destruction. Records form both the corporate memory and intellectual property of an organisation, providing the evidence of a transaction; what happened, when and why.
 The process of Records Management ensures that these records are compliantly:
1.       Created, captured and named in a systematic and organised manner
2.       Stored securely and held for as long as they are required; whether they be active or inactive records
3.       Sentenced and destroyed according the specific legislation under which they sit
Records can be in held either paper, or digital formats; and just as the type of record differs so does the method of storage and the length of time they should be maintained. It is necessary for a business to have a robust and compliant recordkeeping policy that is linked to the business needs of the organisations and defines the recordkeeping responsibilities of all staff within the company.
 
Call 1800FORMFILE to see how Formfile can help your business create a Recordkeeping policy to assist with your first step on the journey to a digital platform.
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ONE SMALL STEP FOR YOUR RECORDS, ONE GIANT LEAP FOR YOUR BUSINESS.
As many businesses are attempting to move towards a “less-paper” environment they are discovering that their records management policies are insufficient for a digital environment. Frequently they have inconsistent practices and processes, with different departments using different filing structures and staff using different filing conventions.
Often information is stored in multiple locations with non-existent version control and staff unaware of where the most recent iteration of a document is located. Emails are treated in varying ways with the extreme being that they are deleted once actioned and others saving every document to personal drives or folders within folders. Staff have no guidance on what should be records captured nor naming conventions to ensure consistency for efficient order to locating of documents.
A simple vision for managing hardcopy and electronic records requires a common filing structure for electronic and hardcopy records. A Recordkeeping policy should be created which includes core principles consistent with records management best practice and the components of the Australian and International document/records standards applicable to the company.
Records and Information Management (RIM) is the professional practice of managing the records of a business or organisation, from the moment records are created in either hard or soft copy through to their destruction. Records form both the corporate memory and intellectual property of an organisation, providing the evidence of a transaction; what happened, when and why.
 The process of Records Management ensures that these records are compliantly:
1.       Created, captured and named in a systematic and organised manner
2.       Stored securely and held for as long as they are required; whether they be active or inactive records
3.       Sentenced and destroyed according the specific legislation under which they sit
Records can be in held either paper, or digital formats; and just as the type of record differs so does the method of storage and the length of time they should be maintained. It is necessary for a business to have a robust and compliant recordkeeping policy that is linked to the business needs of the organisations and defines the recordkeeping responsibilities of all staff within the company.
 
Call 1800FORMFILE to see how Formfile can help your business create a Recordkeeping policy to assist with your first step on the journey to a digital platform.
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TO SCAN OR NOT TO SCAN? THAT IS THE QUESTION.
Does your business still work largely in paper? Are you dreaming of the day that you can seamlessly locate, retrieve and work on documents from any device either in your office or out on the road?
Many businesses such as lawyers, accountants, builders and aged care providers are heavily paper based with large volumes of paper. A proactive plan to scan these files is a fundamental part of your business moving towards a digital platform. Scanning can either be done on all new files or retrospective files can be scanned as required. Once the scanned images are uploaded into a digital archive repository they can be easily edited, book marks added and many advanced editing tools can be used.
Scanned documents allow your staff to quickly and efficiently retrieve documents. Built using Optical Character Recognition (OCR) technology means that for documents stored electronically there is a google- like search function allowing for search of specific text throughout your whole document repository. Imagine if your business had no “lost” documents and no time wasted searching through document archives for that one piece of information that you were looking for!

Scanning your records can help you share the information in those records instantly with a variety of users, such as staff and customers in multiple locations. Scanned records can eliminate the need for costly reproduction and mailing. They are also easier to track electronically.

In addition, document scanning allows teams to easily work together on projects across geographic areas. Company records can be accessed, modified, and uploaded simultaneously by everyone in the office, providing valuable information to your employees whenever they need it.

Formfile can help with your scanning projects across a range of different document types, eg large scale building plans, accounting, legal and patient files and their upload into Formfile’s Digital Office Archive software.

Call 1800FORMFILE
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Formfile boys on the road. Road trip to S.A.
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3/7/16
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Aim high and work hard was the basis of this recent Formfile inspirational quote as chosen by Marina; our National Administration Coordinator.
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Thanks Nelson mandela for being an inspiration to the team at Formfile
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Chatting with Light Fm's Gosia regarding the benefits of Formfile's offsite secure archive storage
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