One of the important attributes of an efficient filing system is that the system must contain all the relevant files and records; including, ideally, records from time immemorial, or at least all the records we can access from our databases.

Because some of the old records are kept in hard copies, we must convert these records into electronic version to unable the users to access them through the cloud storage on a 24/7, global basis.  

 

The DVPC System provides the necessary hardware and software to convert records kept in hard copies into electronic version. DVPC users will be provided with the following equipment and stationery:

•    A Speed Scanner capable of scanning 60 sheets of A4-size documents, or 120 pages for both sides, per minute to process old records kept in          hard copies.
•    An Overhead Scanner capable of scanning business cards, oversize documents, bound manuals, and books, etc. 
•    A heavy duty Two-Hole Punch to help save old records kept in hard copies.
•    A number of Arch Files to store old records kept in hard copies.
•    Other Office Stationery such as date stamp, date pad, divider cards, and business card holders, etc.

 

Apart from providing the necessary office equipment to the users to scan old records to convert them into electronic copies, the DVPC Filing Team will also assist our users to file & save them onto the conventional window explorer hierarchy, as well as the DVPC Filing System saved in the SharePoint program. We are talking about historical documents dating back 10 or 20 years ago, if not longer.  As explained in our video in the xxxx series, a lot of time and efforts must be spent to complete this task.  We propose to charge $3,000 for the provision of the equipment & stationery, as well as processing of all old records onto electronic version.

 

An efficient filing system is dynamic, and we must update it daily to keep it up-to-date because there are new incoming & outgoing emails & documents created or received every day.  Therefore, any filing system will become out-of-date if it is not updated regularly.  

 

It is the duty of the DVPC Team Members to perform the daily updates for the users.  We propose to charge $70 per week for the provision of this service.