File management

File managementDeveloping a File Management SystemA filing frame is developed by a best plan. Planning establishes direction and control it also ensures that everyone involved has a common land understanding of purpose, goals and raises guidelines.Plan bear downs in logical order-Assign responsibilityObtain swearCollect informationAnalyze recordsDevelop a filing outlineImplement transcriptionTrain usersMonitor go foration, follow up and revise systemAssign ResponsibilityOne person should be assigned the task for developing and coordinating a new filing system. This task usually fall to the person that is responsible for the documents. This may include Administration, Payroll/Financial Managers or Human Resource Manager. However there must be a gatekeeper to control access to the information contained in the file cabinets. The Gatekeeper may implement the system or may supervise others in its implementation.The first footmark in developing or improving a filing system is to gain the support of the staff that will use the system. The support will legitimize the system and ensure the cooperation of all the topographic point staff.Every member of the office must understand the purpose and scope of the project. Everyone should be involved in the process. The ecclesiastic of a file may provide important insight profitable during the analysis of the records. Office members can help determine which features or aspects of the present system cut back well and should be retained. Office members 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 implemented.Analyze FilesOnce files have been inventoried, they can be analyzed. Before a filing system can be designed, a thorough understanding of WHAT files are created, WHY they are created and HOW they are utilise is a necessity. An analysis begins with a careful co ntemplation of the following questionswho creates the recordswho uses the recordshow often are various types of files usedhow long do files remain currenthow many people need access to the fileswhich files are hole-and-corner(a)are there legal requirements for retaining the filesThere are no set answers to these questions. Effective analysis requires that a common-sense approach be taken. The goal is to make a new system work, not just look good on paper. epitome is the process of reviewing all information which has been collected, manipulating that information within the functional and operable requirements of the office, and then drawing conclusions.The most efficient and economical filing system is one that works well for the office and is easily understood by its users. genuinely often the simplest method is best. Final factors to bear in mind when establishing a filing system ready assignment and recovery of individual files. Tools of File AnalysisClassification is a tool of analysis. It is a method of sorting information into like groups. Identifying mixture within the office and sorting files identified is the first step in the development of a filing system.The file classifications that are found in most offices areAdministrative files-document the internal administration and operation of an officeOrganizational files -document the relationship of an office with other offices and departments within Hogg Fuels Retention of FilesA major consideration in the development of a filing system is the retention of the files. Retention schedules clearly state how long a file must legally be kept and whether the file is archival. Retention schedules also provide guidelines for moving files to in alive(p) storage and for purging obsolete files. Managing correspondence and e-mailAlthough correspondence may comprise only a small percentage of the good volume of files, it poses the most problems for many offices. Correspondence consists of unique documents whi ch are often difficult to classify. Correspondence may consist of incoming and/or outgoing garner and memoranda. Classically, correspondence has been filed in chronological order. Retrieval depended on remembering the assignment of receipt or of transmittal. For many people this is very difficult. Information is rarely retrieved on the basis of occurrence.Email is similar to correspondence in many ways. Emails are sent or received based on date and time, not on content. This is one of the characteristics that make email so difficult to manage. Each email is different than the one sent before and will be different than the email sent after. Managing emails by date is rarely effective. Like correspondence, it is much easier to manage emails based on content or creator. Information is most commonly retrieved on the basis of content or creator. It is, therefore, most logical to file correspondence or email either by subject (with related information) by creator by department from whic h it is received or by department to which it is directed. It must be kept in mind that each office function is different, and it is necessary to tailor the management of correspondence files and email to respond to individual requirements.Completing the analysisOnce the analysis is complete, a filing system can be developed. A filing system should be developed on paper before it is physically implemented. Folders should be sorted, on paper, into the take away classification. Within each classification files are sorted. Information without a specific retention period can be destroyed or should be managed separately. Unsolicited material can be destroyed.Arrangement Within each individual file they are arranged in an order best suited for rapid retrieval and disposition. The most common arrangements areAlphabetic arranging records in alphabetical order is most helpful when records are retrieved by name or topic. However, it must be remembered that tear down the simplest alphabetic system requires establishing consistent and uniform filing standards. Chronological a chronological system is most useful for records that are created and monitored on a periodic basis. Folders are arranged by sequential date order. It is, however, recommended that chronological filing be avoided. Retrieval can be slow and difficult as a few(prenominal) people tend to remember dates accurately. The date of occurrence is rarely the basis for retrieval of information.Implement System There is no easy way to implement a new filing system. It is a very labor intensive task. If at all possible, it is recommended that the filing system be implemented in stages, by classificationone file at a time. Steps in the implementation process includesorting paper files into classificationassigning a physical muddle within the filing system to each classification re-labeling pamphlets or creating folders to reflect the new file systemif necessary, the purchase of new filing supplies/equipment Monitor implementation, limited review and revise systemAfter a test period meet with users to identify problems. Work with users to resolve inconsistencies and formulate implementable solutions.Written filing policies and procedures are useful tools which help ensure the success of the new system.Written policies should includea brief statement describing the chosen system and its arrangementdetailed procedures for the creation, maintenance, and purging of filesprocedures for the retrieval and re-filing of paper foldersstaff duties and responsibilities Written policies help ensure that the new system will be understood by all and will succeed. Filing insurance policy and ProceduresAlthough many of the files we currently create may be electronic, we will always have to cope with paper files. This section includes basic information regarding the maintenance of active files.Processing information for filingcheck to see that the material is completefile the item in the front of folde rif a folder does not exist, create a label for a new folderintegrate the file into the system Sign-out Rulesusers check out folders, never individual documentsSign-out sheets are used to monitor the removal of the file Information on the sign-out sheet should include file folder nameborrower namedate signed outdate returned For convenience keep several sign out sheets in the front of each file drawer or on top of each file cabinet. For greater convenience, sign out sheets can be personalized for individual users. Sign out sheets personalized for an individual need only contain file folder title, date charged out, and date returned. (Appendix1.0 Sample Sign-Out Sheet)Filing SuppliesAfter determining a filing system for managing your paper records, it is important to choose appropriate supplies. Hanging foldersHanging folders are used to bring order to a drawer. They are effective only when used in the right circumstance. As hiatus folders take up 1/3 of the available drawer space, they should be used only for files with high retrieval activity. Labels are used to facilitate identification of a folder and its contents. Visibility on the folder and use as a visual retrieval aid should be major considerations when choosing labels. intensity cryptanalysis is a method of identifying file folders within a filing system. Color, when used appropriately, can make misfiles visible at a glance, facilitate retrieval, and facilitate weeding and purging. Color is used as a visual aid to highlight a record series or the date. It can also be used to highlight a specific folder. Naming and Labeling FilesFor files, identification and labeling allows an office to maintain physical control over current files as well as manage result of new files. When working with files two levels of file identification and labeling help simplify and facilitate filing and retrieval drawer or shelf labels file folder labels