Tax Office Mobile Shelving Project – Vinatech Australia

Project: Government Document & Archive Storage Area
Total Area: 450 m²
Industry: Tax Office / Government Archive
System: Automated Mobile Shelving

Problem

For tax offices and government departments, archive storage must balance capacity with reliable access to records. Staff need to locate documents for administrative work, audits and enquiries while keeping files organised throughout their retention period.

At this 450 m² archive facility, the project focused on accommodating growing document volumes within a limited floor area. The storage arrangement needed to provide clearly identified locations for records while maintaining practical access for authorised staff.

The key requirements included:

Increasing document capacity within the existing archive footprint
Organising records by department, document category and year
Providing convenient access for file retrieval and return
Reducing the floor area occupied by permanent shelving aisles
Supporting controlled access to sensitive records
Accommodating future growth in retained documents

The challenge was to create a compact archive that could hold more records without making everyday retrieval unnecessarily complicated.

Solution

Vinatech Australia’s Automated Mobile Shelving solution uses powered movable shelving rows to reduce the need for a permanent aisle between every row.

The proposed configuration provides approximately 3,000 linear metres of usable filing space within the 450 m² facility. Capacity is expressed in linear metres to reflect the combined usable shelf length; the number of files or archive boxes would depend on their dimensions and storage arrangement.

Shelving rows move to open an access aisle at the selected location. The remaining rows stay closely grouped, allowing more of the available floor area to be allocated to document storage.

For daily archive management, clearly labelled shelves and bays can be assigned to departments, record categories and retention periods. A corresponding document index helps staff identify the correct location before opening an aisle and returning files after use.

The proposed solution incorporates:

Approx. 3,000 linear metres of usable filing space
Powered mobile shelving rows
Access aisles opened where required
Shelf spacing suited to the selected files and archive boxes
Clearly numbered rows, bays and shelf locations
Movement controls and safety features specified for the installation
Access-control arrangements matched to departmental requirements

The detailed design would account for floor loading, document weight, access clearances and staff workflows. Security would be supported by appropriate room access, locking arrangements and records-management procedures.

Outcome

The proposed mobile shelving configuration is designed to increase archive capacity while maintaining an orderly system for storing and retrieving government records within the existing 450 m² area.

With an indicative capacity of 3,000 linear metres, the project targets a 50% increase in filing capacity compared with an assumed fixed-shelving baseline of 2,000 linear metres. This would provide additional space for retained records without expanding the archive room.

Reducing permanent aisles creates room for more shelving, while a consistent location system supports document retrieval and return. Powered movement also reduces the manual effort required to reposition shelving rows.

The anticipated operational benefits include:

Approximately 50% more filing capacity against the assumed baseline
Approx. 1,000 additional linear metres of filing space
Better use of the existing archive floor area
Clearer organisation by department, record type and year
Convenient access to selected shelving locations
Reduced manual effort when opening storage aisles
Additional capacity for future document accumulation

For the tax office, the solution provides a compact and structured archive environment that supports daily records handling. Final capacity and retrieval performance will depend on the approved layout, document formats, indexing quality and the number of staff requiring simultaneous access.

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