consulting

Formfile is ready to consult with your business to create the best solution for your Records Management to find the most efficient system to manage your corporate files and records.

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.
According to our case studies, 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%.

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.

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

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

We determine this by:

how the existing formal filing system operates
how many people use formal files, and personal files
the 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
the space currently used for active files
who requires access to the formal filing system
how long the information remains active
what happens to inactive material.

2. Consumables

Formfile’s wide range of consumables will provide the solution to YOUR needs. The right folders, the right labels, the right fasteners.

3. Classification and Indexing

We design a system to suit the specific needs of your business, taking into account:
•   your budget,
•   personnel
•   your work environment (paper and/or electronic)

4. Conversion of Existing Files

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 staff trained in all facets of file conversion and records management procedures to fit into your schedule.

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

We can help you determine which records are no longer needed and arrange for them to be securely destroyed.