File management

Developing a File Management System

A filing system is developed by a good plan. Planning establishes route and control it also means that everyone engaged has a typical understanding of goal, goals and guidelines.

Plan data in rational order-

Assign responsibility
Obtain support
Collect information
Analyze records
Develop a processing system
Implement system
Train users
Monitor implementation, follow-up and revise system

One person should be given the duty for growing and coordinating a new filing system. This task usually falls to the individual that is in charge of the documents. This might include Supervision, Payroll/Financial Managers or Human Source Manager. However there has to be a "Gatekeeper" to regulate access to the info within the data. The Gatekeeper may apply the machine or may supervise others in its implementation.

The first step in growing or improving a filing system is to gain the support of the personnel that use the machine. The support will legitimize the system and ensure the cooperation of all the office staff.

Every member of the office must understand the purpose and range of the job. Everyone should be involved along the way. The creator of your file might provide important understanding useful during the analysis of the files. Office members can help determine which features or aspects of today's system work very well and should be maintained. Office customers can also help identify specific problems within the present system that must be changed. Most importantly, involving others in the process makes them more amenable to using the system once it is integrated.

Analyze Files

Once data files have been inventoried, they could be analyzed. Before a filing system can be designed, an intensive knowledge of WHAT files are manufactured, WHY they are created and exactly how they are being used is essential. An analysis begins with a consideration of the following questions:

who creates the records
who uses the records
how often are various types of files used
how long do data remain current
how many people need access to the files
which files are confidential
are there legal requirements for retaining the files

There are no set answers to these questions. Effective evaluation requires a common-sense approach be studied. The target is to make a fresh system work, not merely look good in writing. Analysis is the process of researching all information which has been collected, manipulating that information within the functional and operational requirements of any office, and then sketching conclusions.

The most efficient and economical filing system is the one which is effective for any office and is also easily comprehended by its users. Frequently the simplest method is best. Final factors to note when creating a filing system: ready identification and retrieval of individual files.

Tools of File Analysis

Classification is a tool of analysis. It really is a method of sorting information into like categories. Identifying classification within any office and sorting data recognized is the first step in the development of a processing system.

The file classifications that are located in most office buildings are:

Administrative files-document the inner administration and procedure of your office
Organizational data files -document the relationship of office with other office buildings and departments within Hogg Fuels

Retention of Files

A major awareness in the introduction of a filing system is the retention of the data. Retention schedules clearly state just how long a file must legitimately be placed and whether the document is archival. Retention schedules provide recommendations for moving documents to inactive storage and for purging obsolete data files.

Managing correspondence and email

Although correspondence may consist of only a small percentage of the total volume of data files, it poses the most problems for most offices. Correspondence consists of unique documents which are generally difficult to classify.

Correspondence may consist of incoming and/or outgoing letters and memoranda. Classically, correspondence has been submitted in chronological order. Retrieval depended on remembering the time of receipt or of transmittal. For many people this is very difficult. Information is almost never retrieved on the basis of occurrence.

Email is similar to correspondence in lots of ways. Emails are dispatched or received based on day and time, not on content. This is one of the characteristics that make email so difficult to manage. Each email is different than the main one sent before and you will be different than the e-mail sent after. Taking care of emails by night out is seldom effective. Like correspondence, it is much easier to deal with emails predicated on content or originator.

Information is most commonly retrieved based on content or inventor. It is, therefore, most rational to file correspondence or email either by subject (with related information); by originator; by department from which it is received; or by department to which it is directed. It must be kept in mind that every office function differs, which is necessary to tailor the management of correspondence data and email to respond to individual requirements.

Completing the analysis

Once the analysis is complete, a filing system can be developed. A processing system should be developed in some recoverable format before it is bodily put in place. Folders should be sorted, in some recoverable format, in to the appropriate classification. Within each classification data files are sorted. Information without a specific retention period can be demolished or should be been able separately. Unsolicited materials can be ruined.

Arrangement

Within every individual file they are arranged in an order suitable for quick retrieval and disposition. The most common arrangements are:

Alphabetic --organizing details in alphabetical order is most helpful when data are retrieved by name or topic. However, it must be remembered that even the simplest alphabetic system requires building consistent and homogeneous filing specifications.
Chronological -- a chronological system is most useful for details that are manufactured and monitored on a daily basis. Folders are arranged by sequential time frame order. It is, however, suggested that chronological processing be avoided. Retrieval can be gradual and difficult as few people have a tendency to remember dates effectively. The particular date of occurrence is rarely the basis for retrieval of information.

Implement System

There is no easy way to execute a new processing system. It is a very labor intensive task. If possible, it is recommended that the filing system be carried out in periods, by classification--one record at a time.

Steps in the implementation process include:

sorting paper files into classification
assigning a physical location within the filing system to each classification
re-labeling folders or creating folders to indicate the new record system
if necessary, the purchase of new processing materials/equipment

Monitor execution, follow-up and revise system

After a test period meet with users to identify problems. Work with users to solve inconsistencies and formulate implementable alternatives.

Written filing regulations and procedures are useful tools which help ensure the success of the new system.

Written policies will include:

a brief affirmation explaining the chosen system and its own arrangement
detailed techniques for the creation, maintenance, and purging of files
procedures for the retrieval and re-filing of newspaper folders
staff tasks and responsibilities

Written policies help ensure that the new system will be realized by all and will succeed.

Filing Policy and Procedures

Although many of the files we currently create may be electronic, we will will have to cope with paper data files. This section includes basic information about the maintenance of lively files.

Processing information for filing

check to observe that the material is complete
file that in leading of folder
if a folder does not exist, develop a label for a fresh folder
integrate the document in to the system

Sign-out Rules

users check out folders, never individual documents
Sign-out sheets are used to monitor the removal of the record

Information on the sign-out sheet will include:

document folder name
borrower name
date signed out
date delivered

For convenience keep several signal out linens in leading of each file drawer or on top of each file cabinet. For increased convenience, sign out linens can be customized for specific users. Sign out sheets personalized for a person need only contain record folder title, particular date billed out, and time returned. (Appendix~1. 0 Sample Sign-Out Sheet)

Filing Supplies

After deciding a filing system for managing your paper data, it's important to choose appropriate items.

Hanging folders

Hanging folders are used to bring order to a drawer. They work only when found in the right scenario. As clinging folders take up 1/3 of the available drawer space, they must be used limited to data with high retrieval activity.

Labels are being used to facilitate identification of your folder and its contents. Awareness on the folder and use as a aesthetic retrieval help should be major considerations when choosing product labels.

Color coding is a method of identifying record folders in just a processing system. Color, when used correctly, can make misfiles noticeable at a glance, facilitate retrieval, and facilitate weeding and purging. Color can be used as a aesthetic aid to highlight an archive series or the day. It can be used to spotlight a particular folder.

Naming and Labeling Files

For files, recognition and labeling allows an office to keep physical control over current documents as well as manage progress of new documents. When working with files two levels of file identification and labeling help simplify and accomplish processing and retrieval:

drawer or shelf labels
file folder labels