Paper. The computer has undoubtedly reduced paper in specific areas, but despite claims of years back, paper is still with us and likely, will be around for a long time to come. Naturally, the big problem with paper, at least that which does not end up in the wastepaper basket, is the necessity to file it and subsequently retrieve it should you ever need it again. Everyone has a system. A system that they know, understand and can, for the most, use, or at minimum, live with.

Well, we have one at AFFCOM as well and it's called AFFile. It's simple, fun and makes filing so easy, you'll never misfile a document again or have trouble retrieving it for later use.

The single largest problem with filing, particularly in central filing systems is the varying techniques used by several people filing, retrieving and re-filing documents. Even if you have stringent written policies and training on how files are to be handled, finding specific documents can be troublesome. Even if you use color-coded systems and professionally designed file structuring, you will run still into multiple problems.

Take for example; a proposal you may have received from a landscaping company. Which file cabinet and under which category does the specific proposal get filed. Does it get filed under landscaping, quotes, or the name of the company providing the proposal. In reality, it doesn't really matter unless you are in need of that document in the future. This is always where the problem starts. Let's assume that someone prior to you retrieves the document that you filed under landscaping and re-files it under the company name. Trouble!

Some filing systems insist that copies be placed in all of the relevant files for which a document is relevant. A costly, time-consuming practice and one that simply adds more paper.

So how to resolve the dilemma. Electronic files sourcing using AFFile provides a straightforward, effortless solution. This is the ultimate KISS solution in documentation filing.

Lets start with the paper document. This is the perhaps the simplest part of the entire process. The next document you are about to file simply gets physically filed after the last document filed irrespective of the type, class, subject, purpose or any other criteria of the document. In the process there is never a need to search for the proper file folder. The next document is always the last document. Prior to filing, a number, typically consecutive, is inscribed or placed on the document.

OK so the document is now actually in a filing cabinet, but how is it ever going to found again. AFFCOM has developed a system whereby you electronically file the document referencing the document number inscribed on the physical document.

The fields available for the document include:

1. File Location (assuming there are a number of file locations in your business area)
2. Document Number
3. Document Name
4. Document Author
5. Document Date
6. Document Type
7. Document Recipient
8. Document Subject
9. Description of Document
10. Unlimited Categories and Subcategories chosen for the file.

With this latter option, you can 'virtually' file the document under any category, and under as many categories, as you wish. Since there is no limit to File Locations, this may be used by multiple departments or for multiple file locations within your business whether they be regular documents, financial files, drawing and drafting files, or any other document types that your specific business may have.

Electronic documents may also be uploaded to the system. So not only do you have the paper document easily accessible in the filing cabinet, but you also have an electronic copy available immediately at the click of a mouse. There is no limit to the document type, whether it be a Word, Excel, Image, WordPerfect, PDF, or absolutely any other document type.

In the future, when you are searching for a specific document or multiple documents, you can look it up on your computer using any criteria above as well as a text search on any field or multiple fields. The end result of the search leads you to the document number. You can then simply walk to the filing cabinet and retrieve that numbered document. Since documents are filed consecutively by number, it's very simple to locate the file as well as re-file the document once you are finished with that document.

You can also list all the documents in any manner desired. You can easily look up a specific file category and see all of the documents that are related to that specific category or in any of its subcategories.

So how is this available - the system is available in four versions:

1. As a stand alone PC application
2. As a component of your secure Internet web site
3. As a component of your Intranet
4. As a stand alone application on the Internet at an address provided.

Naturally, the the single largest advantage of having the system on the Internet or Intranet is having filing system data availability to others in your area.

If you have ever had problems with a filing system, or simply wish to switch to a system that is the simply the easiest, most functional and intuitive filing system ever, please contact us with specific questions or to get a quotation.

If you can't imagine that a filing system can be this simple, we welcome your questions on that as well.