Chapter: 7 Filing

FILE MANAGEMENT The purpose of good file management is to keep the paper flowing to its final destination. Four Easy Steps to Improve File Management:

FILE MANAGEMENT Step 1: Separate Working from Archival Material Step 2: Label Working Files Step 3: Choose Locations and Fixtures Step 4: Arrange the Files

Step 1: Separate Working from Archival Material There are two basic types of files, temporary (working) and permanent (archival). Temporary files include the following: 1. Action items - frequently used items requiring regular decisions and action.

Step 1: Separate Working from Archival Material 2. Project items - plans, notes and documents related to current projects. 3. Reading items - must-read materials from any source. 4. Tickler files - organizing material for future use on a specific day. 5. Chronological file – tracking correspondence sequentially.

Step 2: Label Working Files Label action, project and reading files by purpose or function, e.g. Grants, Council Reports, Complaint Resolution. Sample Labels for Administration Files ADMINISTRATION – Contracts ADMINISTRATION – Forms Complaint Form ADMINISTRATION – Policies

Step 3: Choose Locations and Fixtures Decide who will be using the files, when they will be used and how much room is available for storage.

Step 4: Arrange the Files Once you have appropriate fixtures in place, decide how you want to arrange your files. Choices include: 1. Alphabetically - great for client or customer name files.

Step 4: Arrange the Files 2. Subject - a good choice if you're using subfolders. 3. Numerically - excellent for dated material, such as purchase orders and bills. 4. Geographical - appropriate if you have satellite operations.

Step 4: Arrange the Files 5. Chronological - a good solution for back-up files that need to be set up by month. 6. Tickler files - great for very detailed tasks, such as tracking bills, correspondence and reading material. Set up tickler files by the day, month, and/or year.

Special Filing Categories Product samples, photos and catalogues are examples of items that don't readily fit into file folders. Organizing fixtures for filing or storing such items include: 1.Boxes that hold both samples and hanging file folders.

Special Filing Categories 2. Cardboard, metal or plastic holders (great for magazines and catalogues) that sit nicely on your bookshelf. 3. Tubes that accommodate large, rolled-up prints or maps. 4. Large envelopes that hold oversized papers in the bottom of a file drawer.

Computer File Management Windows Explorer is a file management application, designed to help you manage your files, folders and disks. You will also be able to use file management procedures within your application program, e.g. Microsoft Word, Excel, PowerPoint etc.

Computer File Management Your hard disk is called the C Drive which in computer language is written C:\ (also called the Root or Main folder). If you are on a network you may be on F Drive or G Drive or on another drive.

Computer File Management

Application Files A file is a collection of data assigned a name. A file may be a document, a spreadsheet, a notice that may appear on the notice board, a data file of a program, etc. Files are usually associated with the program they are created in.

File Equipment Filing equipment has improved in design and now offers office professionals and centralized filing departments a wide variety of choices. Three important considerations in the selection of filing equipment are available space, protection of records, and ease of retrieval.

An efficient filing Process Inspecting: Your first step in efficient of filing is to inspect all document for a release mark; Indexing: You must decide on the name or caption under which the document to be filed will be requested.

Filing Systems 1.Alphabetic System: Items are filed the letter A through Z. 2.Subject System: Documents are classified by subject. 3.Geographic System: File are captioned by location. 4.Numeric System: Items are categorize by assign numbers.

An efficient filing Process Coding: To underline, check, or circle the caption with a color pencil. Sorting: Arrange items in alphabetical order by caption to speed up filing. Storing : Placing documents in files.

Tip help you manage your file efficiently  Check with you manager about which items to file.  Provide your manager with a list of file, and ask that it be checked periodically for updating purposes

Tip help you manage your file efficiently  Consult with your manager about how many copies of single and multiple-page document should be kept  Remind your manager and other to let you know when file are rename.  Review filing procedure with new personnel so that they become familiar with your system.

Tip help you manage your file efficiently  Emphasize the reason for misfile so that can be prevented.  Periodically discuss the filing systems with your manager to determine if any changes be made

Misfiled Document The following step can help you locate what is missing:  Double-check your desk and your manager’s desk.  Double-check the file folder in which the letter of memo is supposed to be.  Look through folders with similar subject headings.

Misfiled Document  Check for transposed name  Check related files or cross-referenced listing  In subject file system, look under related subjects  Ask your co-workers  Check your pending, to be-filed, or tickler system.