0890_A filing and archiving program suited to your use

 

 

ROME: 25th September '04 -- Your first question could be 'Do I need a filing and archiving program?'  If your desk is cluttered with papers, books; if you spend more than five minutes looking for anything, and I mean anything, then you could well benefit from such a program....if you are prepared to commit to a computer's memory rather than your own. 

    'austraLasia' offers you 'arCSis', built by Salesians especially for the busy Salesian.  It is a Microsoft Access-based program and can be downloaded from Bosconet (www.bosconet.aust.com) where it is referred to as 'a filing system for every small office' (LHS home page).  The zipped file includes a manual and a small file with some further general explanation about filing processes.  Place all three files in the same folder - any folder.  Then either place the main file (arcsis_prov.mdb) on your desktop OR open it from within Access.

    The 'CS' in the name indicates that 'social communication' (CS is the Italian abbreviation for that) was the genesis of this program.  The name as a whole suitably suggests 'archive'.

    The basic notion behind this system, for the small office worker, is to number whatever containers you use.  Shelves, cupboards, drawers, arche-boxes, suspended files...  You will see that the program offers you several additional ways to identify a document (or book or bottle of wine!).  The description of the item is one of the most helpful search resources.  The 'search' page will find a single word or even part thereof in seconds and you will immediately be directed to 'shelf 1' or 'drawer 6' or wherever you have put the item.  If you are using suspended files or arche-boxes to hold loose sheets, then number the sheets as you add them e.g. 6-14 would mean that in file 6 the item is number 14.  Gone are the days when you need to file or search alphabetically (or try to guess under what letter the last person might have filed it)!  There are enough search categories available in arCSis to enable anyone to find anything.  "Guaranteed, or your money back" as they might say in the adverts, but of course this one comes free.

    If your needs are a bit more complicated arCSis will handle those too.  Here, where several offices have now 'converted' to arCSis: Social Communication Department and the EAO Region, to name two, filing or archiving can mean several rooms and offices.  arCSis handles that with ease.  You may even remain with your present filing 'system' if you have one - the arCSis item description box will then be your main search tool, but you will do yourself a favour to still number the shelves or boxes.