Accessing active files Keeping track of files, both paper and electronic, requires all employees to adhere strictly to procedures outlined in the OPPM. If naming and saving conventions are followed consistently, keeping track of files is a simple process.

Accessing active files In paper-based systems, files are stored in large housing units in a centralised location or in filing cabinets in a decentralised location. If a centralised location is used, one person should be responsible for allowing access to files. When a file is removed from the system, information relating to who has taken the file is recorded on an out-card, which is then inserted where the file was located.

Tracking active paper files It is usually the record clerk ’ s responsibility to keep checks on out-files, and this should be done at regular intervals to maintain the integrity of the system. If a barcoding system is used, a portable bar coder is taken to all departments and out-files scanned. This information is then taken back to the records-management section and downloaded into the computer. If the information is recorded manually, the records clerk should check the files in all departments against the information on the corresponding out-cards

Managing inactive files When a file is deemed inactive, authority must be obtained to transfer it out of the active system, which is done on a perpetual (continuous) or periodic (at specific times) basis. Before being transferred from active to inactive, files should be checked thoroughly to ascertain which records need to be kept and which can be destroyed. Both paper files and digital storage devices should be placed in special storage boxes that are labelled with the box number and destruction date, and a record kept detailing the contents of each box. Boxes may then be transferred to a secondary storage facility. Have a look at figure on page 234

Off-site storage Off-site storage specialists collect and keep track of all storage boxes using computerised management systems and either bar codes or radio frequency identification (RFID) tags

Destruction of records When it comes time to destroy records, formal permission must be obtained from an authorised person, except for the following documents working paper consisting of rough notes drafts not intended for retention Have a look at 7.4 pg 236 and 7.5 pg 237

Questions Why is it important for one person to be responsible for allowing others to view active files? Why do you think the tracking of files is so important to any organisation? Explain the process for managing inactive files?