User Guide
How do I get started and set up my Smartfile system?
There are different approaches to establishing your Smartfile system. The size / quantity of what needs to be SmartFiled, the time available to get the job done and the state of the current filing will all have an impact.
- Blitz – get it all done in one hit.
- Function by function – tackle one Function at a time.
- Recent documents only – only Smartfile documents that have dates later than the last two years for example. If you use this approach, be sure to retain legal and financial records in your archives for the appropriate duration.
Chose an approach that works for your business – get started and more importantly get finished.
What do I do first?
Having selected an approach that will work for you, work through each pile / file you have currently and break into one of three categories:
| Description | Final location |
| Day to day reference documents, referred to regularly | Active Smartfile system |
| Reference documents, not referred to regularly | Archive Smartfile system |
| Documents no longer of value or required | Rubbish – secure destruction |
Once this is completed, you now only need to work with filing documents into your day to day system or placing them into your archive system.
It is not uncommon for businesses to find that as much as 60% of the documents they hold have no value and are no longer required – so get the rubbish out of the system first!
What equipment and supplies do I need?
Everything you need to get started is provided as a part of your Smartfile system.
You may require some additional Smartfile file covers, Smartfile clips or labels as you develop your system. These are all available at your Smartfile supplier.
Can I use my current file covers and folders in my Smartfile system?
You can, but… it's not recommended.
Smartfile works as a totally integrated system. Any time items are added to Smartfile that are not a part of the system, the compromise can impact the effectiveness of your Smartfile system.
What happens to paper clips and staples?
Simple – get rid of them! They serve no purpose in your Smartfile system.
All documents are secured into your Smartfile system with the Smartfile clip. Paperclips can catch documents. Staples take up a surprising amount of extra room. Take them all out!
Who should use the Smartfile system in my business?
Ideally, everyone in your business will be capable of using the system effectively. To do this, they need to know how to file correctly, locate and retrieve documents as required and manage the system.
I need more help, what can I do?
Either:
Refer to the Smartfile user guide – either on the CD ROM, or the booklet.
Or:
List your specific questions and call the Smartfile help desk on 0800 Codafile (0800 263 234)
Or:
Request an authorised Smartfile consultant to attend.
» Download User Guide (1.8MB PDF)