Records Management Products Source Book

Records Management Products Source Book

Misfile easily identified COLOUR CODED FILING SYSTEMS 2 Codafile Check List SAVE SPACE Codafile colour coded filing can save substantial floor space when stored in purpose designed cabinets or on shelves. The Codafile system files are stored laterally and therefore are able to be stored to higher levels. Since height is used more effectively, floor space is saved. SAVE TIME Codafile colour coded filing is so easy to use, everyone will understand the system. You will be able to find files at a glance. END MISFILING Codafile colour coding makes it easy to find files and virtually eliminates all possibilities of misfiling. Any misplaced files can immediately be identified and save many hours of searching when a file is required. EASY ACCESS The Codafile system allows more than one person access to the files at one time. No more time wasted queuing at cabinets. INCREASE PRODUCTIVITY Codafile colour coded systems are both quick and simple to use. Time spent in file retrieval is greatly reduced allowing more productive use of your time. EFFICIENT SOLUTIONS Conventional Vertical File Drawers 1.62m 2 Conventional Vertical File Drawers.44m 2 Codafile Codafile

E B D C A C B G F A 1 4 B B A C 2 A 5 B C A 3 6 Codafile lateral files are specially designed to make effective use of colour coding. Codafile colour coded systems are quick & simple to use. 1. CODAFILE LATERAL FILES A 156200 Standard file 35mm capacity Box 100 B 156202 Standard file unprinted 35mm capacity Box 100 C 156210 Extra large 45mm capacity file Box 100 F 156207* Standard file screen printed pink 35mm capacity Box 100 156209 Standard file 35mm capacity Box 100 with gussett G 156330 File with side opening Box 100 * subject to availability 2. CODAFILE VERTICAL FILES A 156401 B 156405 Vertical top/side tab file 35mm capacity Box 100 Vertical top/side tab pocket wallet 35mm capacity Box 20 3. KEYWORD FILES 310070 Buff file printed fitted with Foamclip Box 100 4. CODAFILE LATERAL FILE FITTED with fasteners A 156204 Standard file fitted with CodaclipBox 100 B 156206 Standard file fitted with Foamclip Box 100 C 156203 Standard heavy file fitted with spiral spring transfer clip Box 50 5. CODAFILE LATERAL WALLETS A 156351 Concertina wallet 100mm expansion B 156320 Pocket wallet 35mm expansion Box 25 top opening Box 20 C 156321 Lateral wallet with flap 35mm expansion Box 20 6. CODAFILE LATERAL FILE with pockets A 156205 Standard file with left hand pocket Box 50 A 156323 Standard heavy file with left hand pocket Box 20 B 156406 Right hand gussetted pocket only with self adhesive strips Pkt 100 C 156407 Left hand gussetted pocket only with self adhesive strips Pkt 100 File Size Chart Codafile Standard 355mm x 235mm Legal 388mm x 242mm Custom designed files are also available to YOUR specification Codafile endorses the records management standard ISO 15489 3CODAFILE LATERAL FILES

B A 1 A C B A B C 2 4 J L K I H E D B N M G A F C 3 5 A range of foolscap & legal extra heavyweight lateral files to suit all your filing needs as found in other popular filing systems 4GENERIC LATERAL FILES 1. LATERAL FILES A 191102 Foolscap white lateral file Box 100 B 191101 Foolscap buff lateral file Box 100 2. LATERAL WALLETS FOOLSCAP A 191107 Foolscap white pocket wallet top Box 20 opening 35mm expansion B 191108 Foolscap white concertina wallet Box 25 85mm expansion C 191134 Foolscap buff wallet with flap Box 20 3. LATERAL TOP / VERTICAL TAB FILES 191136 Foolscap white top/vertical side tab file Box 100 4. LATERAL FILES WITH FASTENERS A 191103 Foolscap white lateral file fitted Box 100 with Codaclip B 191105 Foolscap white lateral file fitted Box 50 with spiral spring transfer clip C 191130 Foolscap white lateral file fitted Box 100 with Foamclip File Size Chart Generic Foolscap 367mm x 242mm Legal 388mm x 242mm Custom designed files are also available to YOUR specification 5. LEGAL LATERAL FILES & WALLETS A 191111 Legal white printed brown side tab Pkt 25 B 191117 Legal white printed red side tab Pkt 25 C 191112 Legal white printed yellow side tab Pkt 25 D 191115 Legal white printed green side tab Pkt 25 E 191114 Legal white printed light green side tab Pkt 25 F 191118 Legal white printed purple side tab Pkt 25 G 191119 Legal white printed lavender side tab Pkt 25 H 191128 Legal white printed light blue side tab Pkt 25 I 191113 Legal white printed dark orange side tab Pkt 25 J 191120 Legal white printed pink side tab Pkt 25 K 191116 Legal white printed orange side tab Pkt 25 L 191110 Legal white no print Pkt 25 L 191138 Legal white no print Box 100 M 191109 Legal white concertina wallet Box 25 85mm expansion N 191132 Legal wallet buff with flap Box 20 Archival Quality Products P O C 9 8 C O N

1 5 4 8 2 6 9 3 7 10 Colour coding is an effective method of identifying files. People identify colours faster and more accurately than words. Colour coding makes it easier to find files and eliminate misfiling. 1. RM 12mm NUMERIC LABELS 0-9 5. RM 12mm ALPHABETICAL LABELS A-Z 9. CODAFILE COLOUR FLASHES 19mm 5 sheets per pack = 450 labels Code Product 5 sheets per pack = 450 labels Code Product 48 labels per sheet = 240 labels per pkt Code Product 3512** **00 = 0, **09 = 9 3512** **50 = A, 63 = MC, 76 =Z 161900 Codafile plain label Red 351210 RM 12mm mini set 1 full sheet of each 0-9 10 sheets per pkt 351277 RM 12mm mini set 1 full sheet of each A-Z 27 sheets per pkt 161901 Codafile plain label Dk Green 161902 Codafile plain label Yellow 161903 Codafile plain label Blue 2. RM 25mm NUMERIC LABELS 0-9 5 sheets per pack = 250 labels Code Product 3525** **00 = 0, **09 = 9 352510 RM 25mm mini set 1 full sheet of each 0-9 10 sheets per pkt 6. RM 25mm ALPHABETICAL LABELS A-Z 5 sheets per pack = 250 labels Code Product 3525** **50 = A, 63 = MC, 76 = Z 352577 RM 25mm mini set 1 full sheet of each A-Z 27 sheets per pkt 161904 Codafile plain label Dk Grey 161905 Codafile plain label Pink 161906 Codafile plain label Brown 161907 Codafile plain label Lt Green 161908 Codafile plain label Orange 161909 Codafile plain label Purple 161910 Codafile plain label White 3. CODAFILE 25mm NUMERIC LABELS 0-9 7. CODAFILE 25mm ALPHABETICAL LABELS A-Z 161911 Codafile plain label Black 161912 Codafile plain label Lt Blue 5 sheets per pack = 200 labels Code Product 1625** **00 = 0, **09 = 9 162510 Codafile 25mm mini set 1 full sheet of each 0-9 10 sheets per pkt 5 sheets per pack = 200 labels Code Product 1625** **50 = A, 63 = MC, 76 = Z 162577 Codafile 25mm mini set 1 full sheet of each A-Z 27 sheets per pkt 161913 Codafile plain label Lt Grey 161914 Codafile plain label Beige 10. CODAFILE YEAR CODE LABELS 19mm rolls 500 labels Code Product Year 4. CODAFILE 25mm NUMERIC LABELS 0-9 0-9 rolls 500 labels Code Product 16252* *0 = 0, *9 = 9 8. CODAFILE 40mm NUMERIC LABELS 0-9 0-9 rolls = 500 labels Code Product 16400* *0 = 0, *9 = 9 162009 19mm Purple label 09 = 2009 162008 19mm Orange label 08 = 2008 *162007 19mm Lime Green label 07 = 2007 *162006 19mm Brown label 06 = 2006 *Subject to availability 5COLOUR CODING LABELS

1 - Design template 4 - Attach to side tab of folder 2 - Print template 5 - Completed file Codaprint R TRIM interface now available* 3 - Lift label off sheet Copyright 1997-2007 www.codafile.com RING NOW FOR YOUR FREE CODAPRINT DEMONSTRATION CD CodaPrint and Filetrak Suite of Products Codafile Help Desk Australia 1800 443 453 NZ 0800 434 538 Innovative software to produce all your file folder labelling requirements. CODAPRINT - The All-In-one labelling system CODAPRINT SOFTWARE CD 260010 Codaprint Software single user CD 1 260020 Codaprint Software 2-10 user CD 1 260030 Codaprint Software 11++ user CD 1 260011 Codaprint Software CD version upgrade 1 260012 Codaprint Software annual support 1 260040 Codaprint Software Replacement Disc 1 260018 Codaprint Licence upgrade 1 CODAPRINT A4 INKJET LABEL 270004 Codaprint A4 laser/inkjet label 4 per sheet Box 100 sheets 270004S Codaprint A4 synthetic laser/inkjet label 4 per sheet Box 100 sheets RECOMMENDED SYSTEM REQUIREMENT TO RUN CODAPRINT Computer with a 600MHz or faster processor Windows 2000, XP & Vista operating systems Compatible with Citrix 256MB of RAM or more 100MB of available hard-disk space DVD-ROM or CD-ROM drive TRIM is a registered trademark of TOWER Software. *TRIM Context Interface is purchased separately from Codafile. Please contact your local Codafile office. No need to manually stick individual labels to your files. 6

File pin not included 2 3 1 Codaclip file fastener allows file pages to be added or removed at any time within the file without removing all documentation. 1. CODACLIP FILE FASTENERS Components of a 3 piece fastener are: U piece, pressure plate & self adhesive base 238021 3 piece fastener Blue Pkt 10 238032 3 piece fastener Yellow Pkt 10 238033 3 piece fastener Red Pkt 10 238031 3 piece fastener Green Pkt 10 238034 3 piece fastener Purple Pkt 10 8 quick & easy steps to improving filing efficiency 238020 3 piece fastener Blue Box 100 238069 3 piece fastener Red Box 100 238070 3 piece fastener Yellow Box 100 238022 3 piece fastener Blue Box 500 238000 Self adhesive base only Box 100 238005 Codaclip U piece & pressure plate only Pkt 100 238003 Codatube 3 piece fastener with U piece & pressure plate to be used in gusseted files Box 500 238023 Codatube only Pkt 500 2. CODAFILE PIN RETAINER 238250 Pin Retainer Box 250 3. PRESENTATION CLIP Slimline white enamel fastener that can be attached to any file. 238122 Presentation Clip Pkt 50 FOAMCLIP FASTENERS 238100 Foamclip fastener Box 100 1 Pull apart Codaclip TM. 2 Remove self adhesive backing from Codaclip and 3 Place documentation in folder, slide on compressor bar. position in folder. 4 When you re through push the U piece firmly back into the tubing. Foamclip fastener is a two hole enamel coated metal fastener with self adhesive base ideally suited for small volumes of paper. 5 Secure the white tubing by placing it under the grips on the compressor bar. 6 To insert/remove/copy a page, unhook white tubing and raise the compressor bar above white tubing. 7 Form an arch with the tubing by spreading the papers. 8 Secure the tubing by replacing it tightly under the grips on the compressor bar. 7FASTENERS

1 Clip-on B A C 2 Free-standing 4 3 5 Add filing accessories to your work area and improve your productivity. FILING ACCESSORIES 1. OUTGUIDE 180008/10 White plastic with green side tab Pkt 10 180005/10 White plastic with red side tab Pkt 10 180009/10 White plastic with yellow side tab Pkt 10 180006/10 White plastic with blue side tab Pkt 10 180001 White board with red side tab Pkt 20 180002 White board with yellow side tab Pkt 20 180003 White board with blue side Pkt 20 180004 White board with green side tab Pkt 20 2. TOASTRACKS - clip on 182004 740x390mm to suit shelf size 750 x 500mm each 182001 900x 290mm to suit shelf size 900 x 300mm each 182002 900x 390mm to suit shelf size 900 x 400mm each 182003 1200x 390mm to suit shelf size 1200 x 400mm each 2. TOASTRACKS - freestanding 182007 390x290mm to be used in pedestal drawers each to suit shelf size 400 x 300mm 182008 500x390mm to be used in drawer cabinets instead of suspension files to suit shelf size 500 x 400mm each 182009 740x390mm to suit shelf size 750 x 400mm each 182010 900x390mm to suit shelf size 900 x 400mm each 182011 1200x390mm to suit shelf size 1200 x 400mm each 3. TRACER CARD 180010 Transit card Pkt 500 4. STORAGE BOXES A 180020 Storage box inner 100(W) x 360(D) x 245(H) each (4 to an outer) B 180021 Storage box outer 440(W) x 410(D) x 275(H) each 180022 Storage support joiner each C 180023 Archive storage box 370(W) x 280(D) x 250(H) each (measurements in millimetres) 5. CODAFILE DESK ORGANISER 149001 Desk organiser 360(W) x 245(D) x 100(H) with 3 removable metal dividers suitable for desks each (measurements in millimetres) 6. DESK CONVERTER 1490020 Desk converter 650(W) x 250(D) x 35(H) each (measurements in millimetres) 6 8

5 1 3 2 4 6 The easy way to improve your filing efficiency. 1. PACKAGE 1 (6 levels) Cabinet Code 141000 Grey 1 lockable tambour door cabinet 141005 Beige Size: 1980mmH x 900mmW x 500mmD 5 shelves 18 shelf dividers 6 rear stops 149002 Grey Pullout Reference Counter 149003 Beige Pullout Reference Counter Stock Code 191001 500 Codafile standard files 500 Codaclip fasteners 1 pkt of 20 outguides 1 Codaprint colour coding label software 200 sheets A4 laser/inkjet labels for printing coding labels 2. PACKAGE 2 (3 levels) Cabinet Code 141030 Grey 1 lockable tambour door cabinet 141035 Beige Size: 1000mmH x 900mmW x 500mmD 2 shelves 9 shelf dividers 3 rear stops Stock Code 191002 300 Codafile standard files 300 Codaclip fasteners 1 pkt of 20 outguides 1 Codaprint colour coding label software 100 sheets A4 laser/inkjet labels for printing coding labels 3. PACKAGE 3 (6 levels) Cabinet Code 142000 Grey 1 lockable receding door cabinet 142005 Beige Size: 1980mmH x 900mmW x 500mmD 5 shelves 18 shelf dividers 6 rear stops 149002 Grey Pullout Reference Counter 149003 Beige Pullout Reference Counter Stock Code 191001 500 Codafile standard files 500 Codaclip fasteners 1 pkt of 20 outguides 1 Codaprint colour coding label software 200 sheets A4 laser/inkjet labels for printing coding labels 4. PACKAGE 4 (3 levels) Cabinet Code 142030 Grey 1 lockable receding door cabinet 142035 Beige Size: 1000mmH x 900mmW x 500mmD 2 shelves 9 shelf dividers 3 rear stops Stock Code 191002 300 Codafile standard files 300 Codaclip fasteners 1 pkt of 20 outguides 1 Codaprint colour coding label software 100 sheets A4 laser/inkjet labels for printing coding labels 5. PACKAGE 5 Code 156404 Vertical Filing Package Vertical top/side tab files to be used in drawer cabinets 100 Codafile top/side tab files fitted with Codaclip file fastener 1 sheet of each 0-9 & A-Z coding labels 40 labels per sheet 6. PACKAGE 6 Code 156220 Codafile Lateral Starter Kit Everything you require to get you started in lateral filing 100 Codafile standard lateral files 100 Codaclip file fasteners 1 sheet of each 0-9 & A-Z coding labels 40 labels per sheet Please note: All items on this page are packages and are NOT sold separately. Free filing consultation available 9FILING PACKAGES

Sizing Chart for Tambour & Receding Door Cabinets Available in widths of 900mm, 1050mm and 1200mm. (receding door cabinets only available in 900mm wide) All cabinets are 500mm deep. 1980mm 1675mm 6 levels 5 levels 1 - Receding doors 3 - Tambour doors 1300mm 1000mm ADDITIONAL CABINETRY ACCESSORIES 4 levels 3 levels 670mm 2 levels Rollout reference shelf Multimedia drawers Rollout suspension frames Shelf dividers & rear stops Toast racks A flexible solution to cater for all your filing, storage and multimedia requirements. STORAGE 4 - Static shelving 2 - Mobile storage 10

2 1 3 Codafile has products for all your organisational needs. CODAFILE TERMINAL DIGIT (T.D.) FOLDERS A4 size lateral shelf folders numbered and personalised to customer s specifications scored for expansion reinforced fold printed year code 2 colour T.D. *Fasteners can be attached during manufacture (Codaclip or Foamclip) making folders FULLY ASSEMBLED READY TO USE folded/collated and packed in Codafile cartons. CODAFILE CODACLIP FASTENER suits 80mm punching Three piece fastener with pressure sensitive backing sheet. May be affixed anywhere in folder. The most efficient fastener for photocopying records insertion and removal of records sheets. A REAL TIME SAVER. Prices include affixing see below for fasteners separately. 1. CODAFILE TERMINAL DIGIT (TD) FOLDERS 3XX Complete personalised terminal 100 digit code and numbered year code 3XX Personalised only 100 2. CODAFILE CODACLIP FASTENER 3XX Affixed Codaclip ready to use box 100 238020 Loose Codaclip box 100 238003 Loose Codatubes box 500 CODAFILE FOAMCLIP BONDED FASTENER suits 80mm punching THE SPACE SAVER that gives maximum filing capacity. 2 prong tempered, painted steel fastener bonded to a self adhesive base no protrusions easy to use will not cut fingers. Codafile Bonded Foamclip can be used as a second or supplementary fastener located in any position. PRODUCT BENEFITS 1. No mis-files or lost files in the file room 2. Covers ready to use, folders and fasteners fitted 3. Improved folder design colour codes, file numbers, always visible colour year codes assist purging 4. Pre-numbered ready to use 5. Speedy retrieval and filing functions are 100% more efficient than other systems in use today 6. A total system and a total service that is easy to use 3. CODAFILE FOAMCLIP BONDED FASTENER 238100 Foamclip fastener 100 MEDICAL RECORDS PRODUCTS 11

1 - Codafile Dividers - 6th Cut 2 - Codafile Dividers - 5th Cut 3 - Codafile Colour Coded Dividers - 4th Cut If you don t see the product you need, we can design a custom solution for you. CODAFILE DIVIDERS A4 size 297mm x 210mm plus 13mm 6th cut tab 202gsm quality buff manilla punched 7 holes. Printed or plain other print specifications to order. Shrink wrapped in 100 s. A MUST FOR ORDERLY FILING. CODAFILE COLOUR CODED TABS - DIVIDERS Dividers with colour coded tabs for improved presentation. Complies with A.S. 2828 (1999). Size A4 297mm x 210mm plus 13mm 4th cut tab 202gsm. Other print specifications to order. Shrink-wrapped in 100s MEDICAL RECORDS PRODUCTS 1. CODAFILE DIVIDERS - 6th Cut 70001 Codafile A4 1st admission divider 100 printed black 70002 Codafile A4 2nd admission divider 100 printed black 70003 Codafile A4 3rd admission divider 100 printed black 70004 Codafile A4 4th admission divider 100 printed black 70005 Codafile A4 5th admission divider 100 printed black 70006 Codafile A4 admission divider 100 (blank 1st & 6th position) 70008 Codafile A4 admission divider 100 (blank 2nd & 5th position divider) 70009 Codafile A4 admission divider 100 (blank 3rd & 4th position divider) 2. CODAFILE DIVIDERS - 5th Cut 389241 1st Admission Divider 100 389245 2nd Admission Divider 100 389247 3rd Admission Divider 100 389248 4th Admission Divider 100 389249 5th Admission Divider 100 389279 6th Admission Divider 100 389280 7th Admission Divider 100 389281 8th Admission Divider 100 389282 9th Admission Divider 100 389283 10th Admission Divider 100 389284 11th Admission Divider 100 3. CODAFILE COLOUR CODED DIVIDERS - 4th Cut 70011 Codafile Emergency divider 100 Green tab 1st position 70012 Codafile Correspondence divider 100 Blue tab 2nd position 70013 Codafile Outpatient divider 100 Red tab 3rd position 70113 Codafile Diagnostic divider 100 Brown tab 3rd position 70016 Codafile CTO divider 100 PTD Black tab 3rd position 70014 Codafile Legal divider 100 Black tab 4th position 70114 Codafile Medication divider 100 PTD Black tab 4th position 12

1 3 2 Codafile Colour Coded Labels ensure fast identification of misfiles. CODAFILE RECORD REQUEST TRACER CARDS This card is used with the Codafile Outguide. 125mm x 76mm 163gsm white stock. Printed both sides, name, date of birth, sex, date out to ward/clinic/doctor, date in. Boxes to accommodate the Terminal Digit Code Number. ASSISTS DISCIPLINE IN THE FILING AREA. CODAFILE COLOUR CODE LABELS - TD Labels size 55mm x 50mm printed 10 standard Terminal Digit Colours 0-9 in reverse on permanent adhesive pressure sensitive material. Supplied butt cut on rolls to fit into Label Dispenser. Used for marking up Volume files, replacement of torn, soiled or damaged files. A MUST FOR EVERY FILE ROOM. 1. CODAFILE RECORD REQUEST TRACER CARDS 180010 163gsm white stock 500 printed blue ink both sides 2. CODAFILE COLOUR CODE LABELS - TD Code Product No. Quantity 70100 Purple 00 roll 250 70101 Orange 01 roll 250 70102 Dark Green 02 roll 250 70103 Magenta 03 roll 250 70104 Blue 04 roll 250 70105 Brown 05 roll 250 70106 Lime Green 06 roll 250 70107 Yellow 07 roll 250 70108 Black 08 roll 250 70109 Red 09 roll 250 CODAFILE PRINTED YEAR CODE LABELS Labels size 19mm x 50mm printed solid colour to match Codafile Terminal digit colours on permanent adhesive, pressure sensitive material. Frequently used to year code folders, providing a visual signal for filing and purging activity. Also can indicate a month, clinic, subject, department classification or sub classification. A VERY HELPFUL IDENTIFICATION IN ALL SYSTEMS. 3. CODAFILE PRINTED YEAR CODE LABELS Code Product Year Quantity 70200 Purple 00 roll 500 70201 Orange 01 roll 500 70202 Dark Green 02 roll 500 70203 Magenta 03 roll 500 70204 Blue 04 roll 500 70205 Brown 05 roll 500 70206 Lime Green 06 roll 500 70207 Yellow 07 roll 500 70208 Black 08 roll 500 70209 Red 09 roll 500 00 = 2000, 01 = 2001 etc. MEDICAL RECORDS PRODUCTS 13

2- Colour only year code labels 1 - Codafile Outguides MEDICAL RECORDS PRODUCTS CODAFILE OUTGUIDES Pocketed outguides made from semi-rigid vinyl O/A size 367mm x 232mm in six (6) colours. Each outguide supports two clear plastic pockets one for material whilst file is out of its shelf position, the other to hold the tracer card. Aids the finding/filing functions as well, indicating to which location record has been sent and when. Records and papers should only be in the folder or in the shelf location where folder belongs. Eliminates holding area for documents whilst record is out of the filing area. A MUST IN ANY FILING SYSTEM. 1. CODAFILE OUTGUIDES 180008/10 White plastic with green side tab Pkt 10 180005/10 White plastic with red side tab Pkt 10 180009/10 White plastic with yellow side tab Pkt 10 180006/10 White plastic with blue side tab Pkt 10 180001 White board with red side tab Pkt 20 180002 White board with yellow side tab Pkt 20 180003 White board with blue side Pkt 20 180004 White board with green side tab Pkt 20 (Measurements in millimetres) 2. CODAFILE COLOUR ONLY YEAR CODE LABELS 70300 Purple roll 500 70301 Orange roll 500 70302 Dark Green roll 500 70303 Magenta roll 500 70304 Blue roll 500 70305 Brown roll 500 70306 Lime Green roll 500 70307 Yellow roll 500 70308 Black roll 500 70309 Red roll 500 CODAFILE COLOUR ONLY YEAR CODE LABELS Labels size 19mm x 50mm printed solid colour to match Codafile Terminal digit colours on permanent adhesive, pressure sensitive material. Frequently used to year code folders, providing a visual signal for filing and purging activity. Also can indicate a month, clinic, subject, department classification or sub classification. A VERY HELPFUL IDENTIFICATION IN ALL SYSTEMS. 14

In the era of e-business, how you store and catalogue information is critical to your ability to access important information quickly when it is needed for decision-making At Codafile we are able to assist our clients to manage the impact of change and to maximise the benefits of new system implementations with minimal disruption. We offer practical solutions that work for our clients by impacting positively upon their business operations. Codafile can provide experienced staff to assist with developing appropriate records management outcomes for any organisation. Our unique, consultative research approach enables us to gain valuable insights for solving most records management and storage problems. As part of the consultancy process, Codafile will analyse the information needs of your organisation. This enables us to develop and tailor the design architecture of a records and information management system that will meet your exact requirements. We are able to assist with: - Records Management policy and procedures - Storage audits - File audits - Classification and indexing options - Technology development - Change management - Training - Feedback/Adjustments - Solution Design - Programming - Allocation Lists - Staff Training - Conversion and Document procedures. Of course Codafile can assist you during the implementation process by providing trained staff to convert and label file covers, using our Codaprint software. We can create a new database of your records using Filetrak, the only comprehensive tracking software on the market specifically designed for hard copy records. Whether you are planning a move, upgrading your existing premises, or want to improve productivity and save valuable floor space, Codafile s team of experienced consultants can help ensure you achieve your objectives. If you prefer, we can also work with your designer to ensure your needs are met in terms of cost effective and aesthetic storage solutions. If you are planning a move, upgrading your premises, or concerned about operating at peak efficiency, the method of housing and cataloguing your records will impact at the very grass roots level. RECORDS MANAGEMENT CONSULTING 15

Take the guessing out of Records Management with Filetrak and let it manage your electronic and physical documents FILETRAK ELECTRONIC & FILE MANAGEMENT SYSTEM Email Management Read emails directly from Outlook. Save selected email details to a SQL database via Filetrak Document. View and save email attachments. Hard copy Document Scanning with OCR Module All paper documents can be scanned as images. The OCR (optical character recognition) Engine indexes the words within the document and stores the document. The document can be viewed in its original form and has the ability to be linked to a file. Manage Electronic Documents such as Word, Excel and Pdf files in Filetrak All computer files that represent company information can be captured in Filetrak EDMS and managed according to Companies Records Management policies. Enquiries Powerful search options: Provide a speedy response to queries enabling files, documents and storage boxes to be quickly identified, traced and located. Printable enquiries will produce hit-lists of related information. Available using a web browser. Read Only search module available. Keyword Classification System (optional) Filetrak s Keyword Classification System includes a thesaurus and is used to: Control the language used in the creation of broad Subject categories. Set a range of defaults on a per Subject-basis such as Archive and Retention dates, File Security, label templates, enquiry & reporting filters. Set relevant records handling procedures. Reports Filetrak s reporting capabilities allow for the production of standardised reporting formats or customised reports, which can be exported to other software applications. Tracking Track records with the click of a mouse-button or select from three (3) versatile bar code tracking options. Database Management Files, Documents, Storage Boxes. Filetrak will manage all records through the information lifecycle: Loose or Attached documents. Files. Files within Storage Boxes. 16

Filetrak is the simple solution to taking control of your Records Management. Look and Book A look and book module is available separately for centralised file rooms. Storage Box Management Whether Storage Boxes are self-managed, or managed through an Offsite Storage Company, Filetrak takes the guessing out of storage box contents. Reports will detail the Box Location, Contents and the Offsite Box Reference. Label Printing Print text and bar code labels automatically. Print Colour Coded side-tab labels automatically. Bar Code Tracking Systems Filetrak interacts with three Bar Code Tracking Systems to automate records management processing functions. FEATURES INCLUDE: Email Management Hard Copy Documanet Scanning with OCR Module Manage Electronic documents such as Word, Excel & PDF files Enquiries Query Wizards View documents, files and storage boxes from a single enquiry Ring now for your FREE Filetrak demonstration CD Reporting Report Wizards Standard format and customisable reports Exportable spreadsheets in popular formats Bar Code Tracking 3 Scanner Options Tracking Packing records into storage boxes Audits Attaching documents to files Web browser Read-only search FILETRAK ELECTRONIC & FILE MANAGEMENT SYSTEM 17

The Veolia Environnement Project Case Study We wanted a system that would help us improve the way we handled our records management CASE STUDY VEOLIA Client: Veolia Environnement Project: Relocation from 4 sites: 280 George St, Sydney CBD 9-11 Blaxland Rd, Rhodes NSW 6-8 Lyon Park Rd, North Ryde, 1 Macquarie Place, Sydney CBD To: Level 4, The Bay Centre, 65 Pirrama Rd, Pyrmont. Products: Codafile records management consulting services, Codafile storage systems, Codafile lateral filing systems, Codaprint labelling products & Filetrak software Designers: Geyer Design P/L Project Managers: Interco P/L Scope: Provision of records management consulting services, Codafile storage systems, Codafile lateral filing products, and Filetrak software. This was to prepare Veolia Environnement for their move and to provide ongoing records management efficiencies. Stages of Project: On site survey of Veolia Environnement current filing and storage and work practises. Provision of recommendations for improvements in records management and changes to the system required for the move. Initial sort of records. Introduction of Filetrak records management software and bar tracking technology. File conversion to shelf lateral method using Codafile products. Labelling and re-housing of files in shelf lateral format. 18

The Veolia Environnement Project Case Study Colour Coded Filing Systems Filing Accessories Storage Systems Records Technology Consultancy Project Team: Project Information: Project Comments: Codafile worked with Geyer Design, the interior designers to provide the most space efficient solution for Veolia Environnement s storage needs. Codafile provided: Overall project management of the process. Codafile storage systems. Codafile filing products. Filetrak records management software and bar code technology. Technical support and back up for each Veolia Environnement department. Evaluation of their needs convinced Veolia Environnement of the benefits of installing Filetrak records management software and converting to shelf lateral filing. Two main reasons for the file conversion - efficient use of space in the new building and improved records management practices for the future. The introduction of Filetrak resulted in changes to work practices that significantly reduced the amount of hard copy records stored on-site. Codafile s extensive background in the Office Storage and Records Management Industry was invaluable... Richard O Keefe, Veolia Environnement s Project Coordinator is pleased with the outcome: "I would like to commend Codafile for the professional way in which they performed in the recent relocation/ fitout of Veolia Environnement s new premises in Pyrmont. Codafile s extensive background in the Office Storage and Records Management Industry was invaluable. I would have no hesitation in recommending Codafile for any project they undertake." CASE STUDY VEOLIA 19

Total Records Management Solutions Customised Records Management Products Codafile Customised Files Features: choice of premium quality manilla or formakote boards are available in a variety of gsm/μms choice of spine reinforcing in cloth, mylar or tyvek glued gusset lamination option filing labels glued end tab lamination option artwork/design free mock-up service customised printing choice of many pocket styles application of all-in-one label to file covers Stationery Stockist: Freecall Australia 1800 263 234 Fax 61 2 9460 7838 www.codafile.com Copyright Codafile 9/08