Advanced Filing Systems provide storage solutions for every type of business. Our goal is to help you save space, time and money.
Take a look at our portfolio where you can see the description and pictures of our different projects.
Case Study: Design, Equip, Permit and Install Warehouse Equipment
Client: Veterans Administration Miami Location: Miami International Airport Warehouse District
Challenge: The Miami Veterans Administration (VA) had outgrown its existing Hollywood FL warehouse - that it had shared with the West Palm Beach VA. In 2017 when budget money became available to equip its new 40,000 sq. ft. warehouse - VA Contracting called on its Service Disabled Veteran Owned Small Business (SDVOSB) physical storage specialist - Advanced Filing Systems. Two factors prompted Miami VA’s contracting office to reach out to Advanced Filing 1. 30 years of high-density warehouse storage system’s experience
2. Previous CPARs reports from VA Community Based Outpatient Centers verifying Advanced Filings capabilities to successfully plan, manage and complete a project of this scope.
But the Miami VA Warehouse Project came with a set of unique storage system challenges. Typical storage systems projects begin with an inventory of what and how much is to be stored - followed by a design - then a parts list of equipment, a workflow timeline, and finally permitting requirements - which are all added together to get a cost.
Instead of this conventional approach of analysis to design to price - the Miami VA bid package provided only a shopping list of parts to bid. It’s bid structure put the cart far in front of the horse - so the Advanced Filing team called on its experience with similar projects to alert the VA of the difficulties it could expect. Despite these warnings - the bid went out as a shopping list - and Advanced Filing won it.
Solution: With the bid in hand - our challenge was to build a storage system while at the same time dancing around unforeseen issues from the contract furniture dealer and the general contractor. Advanced Filing’s project management team decided the best course of action was to educate and advise the VA one step at a time while maintaining close coordination with our fellow tradesmen. The first step was to alert the VA of the requirement for permitting in Miami-Dade County since the bid did not have a line item for permitting sprinkler systems in the VA’s high pile storage rack assemblies. Next was the need to inventory existing to determine what and how much was to be stored in the high pile rack, wire mesh cages and lockers. Working backwards - Advanced Filing’s team inventoried the existing warehouse to calculate quantities and configuration of the pallet rack, pallet rack beams, wire mesh partition cages, forklift reach trucks, forklift reach truck charging stations, liquid safety cabinets and platform scales. Then Advanced Filing’s team created a CAD design that served dual purposes - first as a guide for installation AND second for the basis of submittal to Miami-Dade County for permitting. When the VA agreed to our design and timeline, we began the process of ordering equipment. However, without a final furniture layout equipment location could not be determined - so we stored it and held back ordering additional equipment until the contract furniture dealer finalized his design. These delays stretched the contract completion date beyond its limit - not once but twice - nevertheless, Advanced Filing’s team requested and received contract modifications each time to keep funding in place. Maintaining close coordination with the general contractor and VA Logistics staff, Advanced Filing re-scheduled its installation timeline and completed the job. Although it ran more than 6 months behind schedule - Advanced Filing overcame every challenge to deliver a state of the art, fully permitted and equipped warehouse to the Miami VA.
Client: Broward County, Florida Public Defender Location: Broward County Courthouse Complex, Fort Lauderdale, Florida
Challenge: Broward County’s Public Defenders had more case file letter legal containers (LLC) bankers boxes than it could store in its two file rooms. Its bankers boxes were stacked in the aisles and organized haphazardly - this lack of organization and efficiency created file retrieval and re-file problems for its file room staff. The Public Defender had too many files in too little space - so staff had to step around and over bankers boxes to find the box they were looking for. The Public Defender’s space was limited by panel system walls and obstructed with columns - Advanced Filing’s high-density mobile storage systems designers had to overcome the challenge laying out a storage system to maximize packing density in the Public Defenders unusual sized room that was filled to the brink with bankers’ boxes - And stay within the Public Defenders restricted budget.
Solution: Advanced Filing designed a high-density rolling filing system, complemented by stationary shelving - both designed to store the Public Defenders bankers boxes. When a new high-density storage system proved too expensive for the Public Defenders budget, Advanced Filing sourced a used high-density storage system complimented by bankers box static shelving from SCL - its storage systems partner that specializes in re-purposing used high density rolling file systems and storage equipment. Working with SCL’s designer, Susan Lucas, Advanced Filing designed a high-density solution tailored to the Public Defender’s unique space. Advanced Filing’s team of professional installers then faced the challenge of how to install a high-density system in a tight space full of boxes with little room to stage and maneuver - so they unloaded, built shelving and then reloaded the bankers boxes in one fluid sequential pattern to overcome the lack of staging space. When Advanced Filing completed its installation - the Public Defender gained 50% more space for bankers’ boxes - this new space allowed the Public Defender to get all its bankers boxes off the floor and onto shelves. Instead of tripping over and walking around bankers boxes - the Public Defender’s staff had an organized system of storage with lots of empty shelf space to store new bankers boxes.
Case Study: Burger King High Density Storage System Move
Client: Burger King Location: Burger King International HQ, Doral FL
Challenge: Restaurant Brands International Burger King (BK) Division planned to move their headquarters 3 blocks away to a newly renovated office building in Doral, a suburb of Miami. Construction delays had pushed BK up against their move-out deadline and left BK staff with little time to move its High-Density Mobile Filing System. BK called Advanced Filing Systems to help it meet this fast-approaching deadline. Advanced Filing faced multiple challenges - including the coordination and unload of BK’s 96,768 lineal filing inches (LFI) of color-coded end tab folders - before it could start disassembly. BK’s Aurora Storage 800 square foot Mobile Storage System comprised 11 each 20-foot double sided legal depth carriages. Now faced with the challenge of moving this big mobile system in a short time - two other problems surfaced. First - the folder move subcontractor took twice as long as expected - his antiquated file management software required him to unload all 11 carriages in series - barcoding each folder and cataloging the bankers box they went in - one at a time - a 3-day delay. Advanced Filing had expected a filing system move in parallel - unloading and bar-coding folders from multiple carriages at the same time. Second - and with only 5 days to disassemble, move and reassemble BK’s high density storage system - BK’s staff asked for a new design to match the workflow in their new space. Against a short deadline and unforeseen delays - Advanced Filing now had to coordinate its activities around the plumbers, carpenters, electricians and drywall subcontractors who were all working in the file room space at the same time.
Solution: Advanced Filing’s high-density storage system designers walked the space shouldered up with BK planners to design a new high-density storage system layout on the fly - sketching and calculating where the rail, ramp, deck and carriages would fit - just in time to stay in front of its ace installers; All while dancing around the other tradesmen on the jobsite. Advanced Filing installers engineered and put into place new plywood decking and ramp to make the new design fit the new space. Working 12 - 14 hour shifts they moved 4 truckloads of High-Density Shelving Parts - laid and grouted 4 sections of rail - and re-assembled the mobile system in time for the folders to be reloaded. During the installation process, Advanced Filing installers sourced and replaced or fixed on the spot - broken mechanical assist cranks - from the 10-year-old Aurora high density storage system. In addition, Advanced Filing Installers re-engineered the Double Moveable System with Cranks on both ends of the carriages to a Single Moveable System - as the last re-design placed one end of the carriages up against a wall therefore eliminating the need for a double moveable carriage. Advanced Filing staff’s ability to think on their feet - solve problems as they arose - and work long hours - enabled it to complete the move on schedule.
Client: Broward College Registrar’s Office Location: Move from Downtown Broward location to new Weston Library location
Challenge: Broward College was faced with the challenge of retrieving up to 10 student records, up to 20 pages each, per day. These records date back as early as the 1970s and are stored on archival media, both microfiche jackets and 16mm roll film. Often times the images are not clear and multiple prints, wasting time and paper, are necessary to get a legible print.
As Broward College was closing the downtown location, and moving the Registrar’s office to a new location, the idea arose to digitize the microfilmed records. This possible solution was going to be costly, as every image (over 300,000 pieces of fiche, 3-10 images per fiche,) was going to be scanned, even though a fraction would ever be accessed. At a minimum of $.95/image, Broward College was looking at a solution costing well over $400,000.00
Solution: Advanced Filing Systems proposed new microfiche/microfilm storage and upgrading to a new microform scanner. The new scanner is capable of scanning, digitizing or printing from all types of microform media: 16mm roll film, 24 x 48 microfiche and 35mm aperture cards. The scanner allows the end user to enhance an image, white out background noise or increase the DPI. Rather than printing every image, the end-user can e-mail the records directly to the requestor, thereby saving time and supply cost.
The new system allowed Broward College the advantage of instituting new technology, while enjoying the benefits of an old analogue technology. Definitely, the best of all worlds.
The newly designed storage room takes full advantage of the wall-space, allowing storage for additional media in open shelves, while microfiche jackets and roll film are stored in drawers.
The solution cost was $31,000.00 rather than in excess of $400,000.00!!
Client: Miami Dade Police Department Personnel Department Location: Miami, FL
Challenge: Miami Dade Police Department’s 30-year-old electrically powered Kardex Lektrievers stored critical personnel records on paper and microfilm. The Lektrievers had reached the end of their service life and broke frequently. As malfunctions increased - the Personnel Department found itself with frequent delays which in turn stopped access to records for days at a time while parts were sourced and then repaired. Staff frustration mounted each time the Lektrievers failed, work piled up and sensitive employee issues went unanswered. Their 6 Lektrievers contained a variety of media - Microfilm on Rolls and Sheets, Letter Size Personnel Classification Folders, Cans of Microfiche and Top Tab Folders. All this media was mixed up among the 6 Lektrievers. Advanced Filing faced a complicated logistical challenge - How to unload all the media, index it and make it available for staff access, then disassemble and haul out the 8’H x 5’D 8.5’W electrically powered machines, create a new filing system, install new mechanically driven storage equipment, devise a filing system, re-train staff on the new filing system, then reload all the media into new storage equipment. All without disrupting the Staff’s workflow.
Solution: Advanced Filing proposed a system of Aurora’s mechanically driven Times-2 (X2) Rotary Files to replace the electrically driven Lektrievers. Times-2s (X2s) can be configured with shelves or pull out drawers to hold a variety of media. Advanced Filing took advantage of this design strength to tailor each of the X2s internal configuration of drawers, shelves and pull-out posting boards to match up to the media that came out of the Lektrievers. Advanced Filing’s experienced technicians started the project by unloading all the Letrievers into Open Shelf Double Sided Library Carts, so staff would have uninterrupted access. Next the Lektrievers were taken apart, loaded into trucks and driven to a steel recycling facility. With the room emptied of Lektrievers, the Times-2s (X2s) were installed and finally the Folders and Microfilm were loaded in. The Times-2s (X2s) provided more capacity in a smaller footprint than the bulky Lektrievers and gave Staff faster access to their media. Advanced Filing’s design solved the electrical power issues, provided greater capacity, and with the implementation of computerized color-coded filing system labels the department was able to find folders quickly, not lose them and put them away in half the time utilizing the linear patterns of color that Advanced Filing designed.
Case Study: Evidence Storage Solution for Oversize Posters
Client: Miami-Dade County Clerk of the Court Location: Doral, FL
Challenge: Miami - Dade County's Clerk of the Court archives all the Poster Story Boards used in criminal cases in the Miami-Dade Circuit. Since lawyers use these story boards as part of their prosecution of homicide cases they must be kept indefinitely. The Clerk had a large volume of Posters going as far back as the 1980s and over time they'd become disorganized and were stacked in piles throughout the evidence vault. The Clerk reached out to Advanced Filing Systems, dba, Florida Office Systems for a solution.
Solution: Along with our partner, Datum Storage, we created a high-density solution using off-the-shelf 4 Post Shelving Components to house large 4 ft. x 5 ft. Posters in a single tier open shelving unit and smaller 2 ft. x 3 ft. Posters in a double tier solution. Since we needed a 4 ft. Deep space to achieve maximum packing density, we butted two each 2 ft. units back to back to gain ft. of depth. Clerk staff now has the storage capacity to get all their Posters off the floor and house them in an organized and efficient manner. The Clerk's lead administrator complemented Advanced Filing's design and installation after the 18 May 2017 installation when she said, “Looks beautiful!! Thank you for your continued dedication to a quality product.”
Case Study: Kardex Lektriever Replacement with Russ Bassett Cabinets for Storage of Crime Scene Images
Client: Miami Dade County Police Department Crime Scene Investigative Support Section/Forensic Imaging Unit Location: Doral, Florida 33172
Challenge: CSI’s 25 year old Lektriever stored critical Photos and CD’s with Images of Crime Scene Evidence. This evidence is crucial to law enforcement support of criminal investigations and must be available at a moment’s notice. Because of its age and the difficulty of finding parts to support it, the Kardex Lektriever 80 Electronic Lift Machine became unreliable when CSI staff attempted retrieval of the critical crime scene images stored in the Lektriever. Its frequent break downs jeopardized CSI’s ability to get the evidence contained on their Photos and CDs.
Solution: Advanced Filing Systems recommended replacing the electrically driven Kardex Lektriever 80 with a Russ Bassett Pro-Media CT48-7-8-L mechanical Drawer Cabinet designed to hold CDs and Mug Shots. The new Russ Bassett Cabinet requires no support or maintenance and its drawers are equipped with moveable dividers to adjust the space for CDs, Microfilm Rolls or old fashioned Photographs. Together with CSI staff, Advanced Filing Technicians planned the transfer of MDPD’s media so that it would be available throughout the change out process. MDPD’s CSI Unit worked hand-in-hand with Advanced Filing Staff to transfer its Mug Shots and CDs onto Library Carts so that this critical media would be available during the Kardex Lektriever disassembly and haul out. Because the new Russ Bassett Units require no service or electricity – CSI doesn’t worry about not being able to get their critical media. Since the new Russ Bassett is key lockable, it secures the Mug Shots and CDs from prying eyes. By swapping their old Lektriever for a new Russ Bassett Cabinet, CSI saved the cost of periodic Lektriever service and gained the confidence that their critical evidence will always be available to support law enforcements ongoing fight against crime.
Challenge: Files were difficult to locate. Space was limited and being wasted on inefficient shelving units. Business is in growth mode and space was quickly being outgrown. Transition to Home Health Agency required additional compliance regulations for client and patient confidentiality.
Solution: Datum Stak-N-Lok Series Filing Unit with End –Tab file folders and color coded labels.
The system offered maximum storage capacity along with an eye readable system to eliminate mis-files. Eliminating mis-files cuts down on time wasted searching for lost or mis-placed files. Additionally, utilizing end-tab offers easier identification than top-tab filing and saves shelf height, again improving storage capacity.
All HIPAA document security standards are being met by the Agency.
Filing systems may not be cash generating systems, but maximizing space and employee efficiency are COST SAVERS!!
Client: FLORIDA ATLANTIC UNIVERSITY Lifelong Learning Center Location: Jupiter, Florida Campus
Challenge: Laptops walked away. FAU needed to secure them.
Solution:The Computer Analyst for the Life Long Learning Center (LLLC) contacted Datum for a dealer that could assist in the security of laptops that were going to be positioned in public spaces.
The LLLC conducts programs in an auditorium setting and utilize laptops at key entry- points to check the attendees in and out. The laptops are currently sitting on high- top round tables, but the tables offer only someplace for the laptops to sit. They do not provide for security or storage issues, which are critical to the seamless operation of check- in/check-out procedures.
The Laptop Locker by Datum, mounted on the wall at key entry and exit points. The LTL offered everything the Computer Analyst imagined. The hidden cable opening on the underside of the unit was a pleasant surprise, as our analyst was wondering how the cables would be accessed. Additionally, the mounting bracket, offering 45 as well as 90 degree angles opening, gave LLLC full open access of the laptop while in use, while completely folding down when stored and locked.
This solution exceeded all of our Analyst’s hopes for a solution to their exposed laptop dilemma.
Shortly after they were received and installed, attributes not discussed on the Datum Website or brochure brought a smile to the Computer analyst’s lips.
The hidden cable port
The 90 Degree hinge opening, as the pictures all reflected 45 degree angle opening.
Due to the huge success of the initial order, another unit was ordered immediately thereafter and more are scheduled to come in 2017.
Challenge: When faced with having to move their bulk inventory storage to a much smaller area, Carisam Ltd. had to find a way to condense and properly organize their stored goods. Due to the nature of their products, which consisted of boxes filled with glass bottles and other miscellany, their original plan was to outfit their new facility with pallet racks.
The shelving was ideal, but they still needed more storage in the space they were allotted, so a high density system was needed.
Solution:A custom MobileTrak® system was built to accommodate the pallet racking the company had already purchased. Special carriages were designed to hold the weight of the shelves and large aisle ways were provided to make room for transport carts.
The high density system provided 70% more capacity in the same footprint as the previous stationary pallet rack set up. This provided a better way to store their inventory and made it easier to access the items.
Challenge: Tissue Tech handles all the tissue samples and corresponding legal documentation required for harvesting the samples in Doral, FL. Tissue Tech has seen a tremendous growth in a relatively short time period which has lead to issues with storing all their growing paper based records. Tissue Tech has been steadily adding lateral filing cabinets until the entire perimeter wall is covered with them, and still documentation piles up in the room.
Fort Lauderdale based Advanced Filing Systems, dba Florida Office Systems, was challenged with creating a new storage solution that would address the organization and consolidation of filing space for all of their exiting plans as well as provide for future growth.
Solution: Advanced Filing Systems, dba Florida Office Systems identified the existing area where files were stored to be the perfect location to install a High Density Mobile System. AFS designed a system to maximize packing density with 24" deep carriages riding on 1" rail, installed with a poly-vinyl deck to eliminate tripping hazards, our solution maximized their existing space, giving Tissue Tech a 630% increase in capacity.
Case Study: City of Fort Lauderdale, Department of Sustainable Growth
Client: City of Fort Lauderdale Location: Fort Lauderdale, FL
Challenge: Sustainable Growth houses all of the architectural plans and documents for the City of Ft. Lauderdale, Florida. Their plans and files are stored on traditional static industrial shelving units as well as anywhere else they could find. They found themselves out of space and in desperate need for additional workstations, as the City of Ft. Lauderdale is now on the up-swing in growth, revenue and employees.
Advanced Filing Systems, dba Florida Office Systems, was challenged with creating a new storage solution that would address the organization and consolidation of filing space for all of their exiting plans as well as provide for future growth.
Solution: Advanced Filing Systems, dba Florida Office Systems identified an area outside of their existing cubicles where a High Density Mobile System fit perfectly. AFS designed a system to maximize packing density with 48" deep carriages riding on1" rail, installed with a poly-vinyl deck to eliminate tripping hazards, maximized their existing space, allowing for six new workstations to be installed where the static shelving had resided, while at the same time brought organization to the Planning Department so that the estimators and plan review group could find the plans and documents that they were looking for easily.