Set up an effective filing system

A well-planned system contributes significantly to efficiency of operations as well as to a company's image. The true test of any filing system is its ability to give an affirmative answer to the question: “Can I find what I want when it is needed?”

All records whether filed in a computer or in a cabinet have to be readily accessible. Misplaced records lead to a subsequent loss. Here are a few questions you need to ask yourself:

1.                  What are the records and where they should be filed?

2.                  Who uses the records and how often?

3.                  How are the records used?

4.                  What is the number and the size of the records?

5.                  Who else has the copies of the same record?

 

Is your filing system sloppy

If your work flow is being affected because:

·        The information you need is hard to obtain due to your system or lack of one.

·        Often you need to expand your filing system.

·        You are maintaining duplicate files.

·        You file material just to protect the function

·        Unnecessary information is being stored in your equipment

·        You have to search hard for the information you require

·        Your file folders are too full to access.

·        Your drawers or shelves are in a messy state

You must do all you can to ensure order in your work place by:

·        Arranging records in the best possible manner.

·        Deciding in which media to file (paper, microfilm, etc.)

·        Using proper equipment for adequate storage and retrieval

 

Filing cues

1.                  Give information enough space to grow.

2.                  File drawer or shelf should not take up more than 90% space

3.                  On opening a file, folder tabs should be visible.

4.                  A file must have uniformity in size of folders and tab styles.

5.                  Tabs should have type written identification

6.                  Not more than 25 records should be placed in one folder.

7.                  A filing system should not be complicated.

Steps of a filing procedure