Records Management Products Source Book

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Records Management Products

Source Book

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C

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C

ODED FILIN

G SY

STEMS

Misfile easily identified

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.

1.62m2

.44m2

Conventional Vertical File Drawers Codafile

SOLUTIONS

EFFICIENT

✓

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FILE L

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TERAL FILES

3 Codafile lateral files are specially designed to make effective use of colour coding. Codafile colour coded

systems are quick & simple to use.

1 2 3 4 5 6

File Size Chart

Codafile Standard 355mm x 235mm

Legal388mm x 242mm

Custom designed files are also available to YOUR specification F A G E B D C B A A B C A B C A B C Box 25 1. CODAFILE LATERAL FILES

Code

Product

Quantity

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

Code

Product

Quantity

A 156401 Vertical top/side tab file

35mm capacity Box 100 B 156405 Vertical top/side tab

pocket wallet 35mm capacity Box 20

3. KEYWORD FILES

Code

Product

Quantity

310070 Buff file printed fitted

with Foamclip Box 100

4. CODAFILE LATERAL FILE FITTED with fasteners

Code

Product

Quantity

A 156204 Standard file fitted with Codaclip Box 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

Code

Product

Quantity

A 156351 Concertina wallet 100mm expansion B 156320 Pocket wallet 35mm expansion

top opening Box 20

C 156321 Lateral wallet with flap

35mm expansion Box 20

6. CODAFILE LATERAL FILE with pockets

Code

Product

Quantity

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

Codafile endorses the

records management

standard ISO 15489

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GENERIC L

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TERAL FILES

B A B A C I H E D K L J B G A F C N M A C B

File Size Chart

Generic Foolscap 367mm x 242mm

Legal388mm x 242mm

Custom designed files are also available to YOUR

A range of foolscap & legal extra heavyweight lateral files to suit all your filing needs as found in other

popular filing systems

1

2

3

4

5

Archival Quality Products

1. LATERAL FILES

Code Product

Quantity

A 191102 Foolscap white lateral file Box 100 B 191101 Foolscap buff lateral file Box 100

2. LATERAL WALLETS FOOLSCAP

Code Product

Quantity

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

Code Product

Quantity

191136 Foolscap white top/vertical side tab file Box 100

4. LATERAL FILES WITH FASTENERS

Code Product

Quantity

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

5. LEGAL LATERAL FILES & WALLETS

Code Product

Quantity

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

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5 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.

4 1 2 3 5 6 7 9 8 10 1. RM 12mm NUMERIC LABELS 0-9

5 sheets per pack = 450 labels

Code Product

3512** **00 = 0, **09 = 9 351210 RM 12mm mini set

1 full sheet of each 0-9 10 sheets per pkt

2. RM 25mm NUMERIC LABELS 0-9

Code Product

3525** **00 = 0, **09 = 9 352510 RM 25mm mini set

3. CODAFILE 25mm NUMERIC LABELS 0-9

Code Product

1625** **00 = 0, **09 = 9 162510 Codafile 25mm mini set

4. CODAFILE 25mm NUMERIC LABELS 0 - 9

0-9 rolls 500 labels

Code Product

16252* *0 = 0, *9 = 9

5. RM 12mm ALPHABETICAL LABELS A-Z

Code Product

3512** **50 = A, 63 = MC, 76 =Z 351277 RM 12mm mini set

1 full sheet of each A-Z 27 sheets per pkt

6. RM 25mm ALPHABETICAL LABELS A-Z

Code Product

3525** **50 = A, 63 = MC, 76 = Z 352577 RM 25mm mini set

7. CODAFILE 25mm ALPHABETICAL LABELS A-Z

Code Product

1625** **50 = A, 63 = MC, 76 = Z 162577 Codafile 25mm mini set

8. CODAFILE 40mm NUMERIC LABELS 0 - 9

0-9 rolls = 500 labels

Code Product

16400* *0 = 0, *9 = 9

9. CODAFILE COLOUR FLASHES 19mm

48 labels per sheet = 240 labels per pkt

Code Product

161900 Codafile plain label Red 161901 Codafile plain label Dk Green 161902 Codafile plain label Yellow 161903 Codafile plain label Blue 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 161911 Codafile plain label Black 161912 Codafile plain label Lt Blue 161913 Codafile plain label Lt Grey 161914 Codafile plain label Beige

10. CODAFILE YEAR CODE LABELS

19mm rolls 500 labels

Code Product

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

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PRINT - The All-In-one labelling sy

st

em

Innovative software to produce all your file folder labelling requirements.

1 - Design template 4 - Attach to side tab of folder

2 - Print template

3 - Lift label off sheet

5 - Completed file

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.

CODAPRINT SOFTWARE CD

Code

Product

Quantity

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

Code

Product

Quantity

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

No need to manually stick individual labels

www.codafile.com

Codafile Help Desk Australia 1800 443 453

NZ 0800 434 538

CodaPrint and Filetrak Suite of Products

Codafile Help Desk Australia 1800 443 453 NZ 0800 434 538

RING NOW FOR YOUR FREE

CODAPRINT DEMONSTRATION CD

Codaprint

TRIM

interface now

available*

R

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FA

STENERS

7 Codaclip

™

_{file fastener allows file pages to be added or removed at any time within the file without}

removing all documentation.

2

3

8 quick & easy steps to improving filing efficiency…

1 Pull apart CodaclipTM_. ₃ _{Place documentation} in folder, slide on compressor bar.

4 When you’re through push the ‘U’ piece firmly back into the tubing.

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. 1

2 Remove self adhesive backing from Codaclip™_and position in folder.

File pin not included

1. CODACLIP™ FILE FASTENERS Components of a 3 piece fastener are: “U” piece, pressure plate & self adhesive base

Code

Product

Quantity

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

Code

Product

Quantity

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

Code

Product

Quantity

238250 Pin Retainer Box 250

3. PRESENTATION CLIP

Slimline white enamel fastener that can be attached to any file.

Code

Product

Quantity

238122 Presentation Clip Pkt 50

FOAMCLIP FASTENERS

Code

Product

Quantity

238100 Foamclip fastener Box 100

Foamclip fastener is a two hole enamel coated metal

fastener with self adhesive base ideally suited for small volumes of paper.

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FILIN

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CCESSORIES

Add filing accessories to your work area and improve your productivity.

1 2 3 4 5 Clip-on Free-standing A B C 1. OUTGUIDE

Code Product

Quantity

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

Code Product

Quantity

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

Code Product

Quantity

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

Code Product

Quantity

180010 Transit card Pkt 500

4. STORAGE BOXES

Code Product

Quantity

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

Code Product

Quantity

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

Code Product

Quantity

1490020 Desk converter 650(W) x 250(D) x 35(H) each (measurements in millimetres)

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FILIN

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9 The easy way to improve your filing efficiency.

5 1 2 3 4 6

Free filing

consultation

available

1. PACKAGE 1 (6 levels)

Cabinet Code

141000Grey 1 lockable tambour door cabinet

141005Beige Size: 1980mmH x 900mmW x 500mmD 5 shelves 18 shelf dividers 6 rear stops 149002Grey Pullout Reference Counter

149003Beige 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

Cabinet Code

141030Grey 1 lockable tambour door cabinet

141035Beige Size: 1000mmH x 900mmW x 500mmD 2 shelves 9 shelf dividers 3 rear stops

Stock Code

Cabinet Code

142000Grey 1 lockable receding door cabinet

142005Beige Size: 1980mmH x 900mmW x 500mmD 5 shelves 18 shelf dividers 6 rear stops 149002Grey Pullout Reference Counter

149003Beige Pullout Reference Counter

Stock Code

Cabinet Code

142030Grey 1 lockable receding door cabinet

142035Beige Size: 1000mmH x 900mmW x 500mmD 2 shelves 9 shelf dividers 3 rear stops

Stock Code

5. PACKAGE 5

Code156404

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

Code156220

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.

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ST

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1 - Receding doors 3 - Tambour doors

2 - Mobile storage

6 levels

5 levels

2 levels

1675mm 670mm 4 - Static shelving

A flexible solution to cater for all your filing, storage and multimedia requirements.

1980mm

Sizing Chart for Tambour &

Receding Door Cabinets

ADDITIONAL CABINETRY

ACCESSORIES

■

Rollout reference shelf

■

Multimedia drawers

■

Rollout suspension frames

■

Shelf dividers & rear stops

■

Toast racks

Available in widths of 900mm,

1050mm and 1200mm. (receding

door cabinets only available in

900mm wide) All cabinets are

500mm deep.

4 levels

3 levels

1300mm

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ODUCTS

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1 2 3

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

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.

Codafile has products for all your organisational needs.

1. CODAFILE TERMINAL DIGIT (TD) FOLDERS

Code

Product

Quantity

3XX Complete personalised terminal 100 digit code and numbered year code

3XX Personalised only 100

2. CODAFILE CODACLIP™ FASTENER

Code

Product

Quantity

3XX Affixed Codaclip ready to use box 100 238020 Loose Codaclip box 100 238003 Loose Codatubes box 500

3. CODAFILE FOAMCLIP BONDED FASTENER

Code

Product

Quantity

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2 - Codafile Dividers - 5th Cut

MEDIC

AL REC

ORDS

PR

ODUCTS

1 - Codafile Dividers - 6th Cut

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

3 - Codafile Colour Coded Dividers - 4th Cut

If you don’t see the product you need, we can design a custom solution for you.

1. CODAFILE DIVIDERS - 6th Cut

Code

Product

Quantity

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

Code

Product

Quantity

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

Code

Product

Quantity

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

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2

1. CODAFILE RECORD REQUEST TRACER CARDS

Code

Product

Quantity

180010 163gsm white stock 500 printed blue ink both sides

2. CODAFILE COLOUR CODE LABELS - TD

Code

Product

Quantity

70100 Purple roll 250

70101 Orange roll 250

70102 Dark Green roll 250

70103 Magenta roll 250

70104 Blue roll 250

70105 Brown roll 250

70106 Lime Green roll 250

70107 Yellow roll 250

70108 Black roll 250

70109 Red roll 250

3. CODAFILE PRINTED YEAR CODE LABELS

Code

Product

Quantity

70204 Blue roll 500

70209 Red roll 500

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.

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.

1

3

Codafile Colour Coded Labels ensure fast identification of misfiles.

00 01 02 03 04 05 06 07 08 09

Year

00 = 2000, 01 = 2001 etc. 00 01 02 03 04 05 06 07 08 09

No.

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MEDIC

AL REC

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PR

ODUCTS

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.

(Measurements in millimetres)

1. CODAFILE OUTGUIDES

Code

Product

Quantity

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.

2. CODAFILE COLOUR ONLY YEAR CODE LABELS

Code

Product

Quantity

70304 Blue roll 500

70309 Red roll 500

1 - Codafile Outguides

2- Colour only year code labels

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

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REC

ORDS MANA

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15 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.

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FILETRAK ELECTR

ONIC &

FILE MANA

G

EMENT SY

STEM

Take the guessing out of Records Management with Filetrak and let it manage your electronic and physical documents

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.

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

■

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.

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17 Filetrak is the simple solution to taking control of your Records Management.

FILETRAK ELECTR

ONIC &

FILE MANA

G

EMENT SY

STEM

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

■

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

Ring no

w

for your FREE

Filetrak

demons

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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

C

ASE STUD

Y –

VEOLIA

“We wanted a system that would help us improve the way we handled our records management…“

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.

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Project Team:

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.

Project Information:

• 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.

Project Comments:

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."

C

ASE STUD

Y –

VEOLIA

19 Colour Coded

Filing Systems

Filing Accessories

Storage Systems

Records Technology

Consultancy

“Codafile’s extensive background in the Office Storage and Records

Management Industry was invaluable...”

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