Filing Plan And Methods Guide Information Technology Essay

One person should be allocated the task for expanding and coordinating a fresh filing system. This usually comes to the individual that is responsible for the documents. This might include Supervision, Payroll/Financial Professionals or Human Learning resource Manager. However there should be a "Gatekeeper" to regulate access to the information contained in the documents. The Gatekeeper may use the system or may supervise others in its execution.

The first rung on the ladder in growing or bettering a processing system is to gain the support of the staff that will use the machine. The support will legitimize the system and ensure the assistance of all office staff.

Every person in the office must understand the reason and opportunity of the job. Everyone should be engaged along the way. The creator of your file might provide important understanding useful during the research of the files. Office members can help determine which features or areas of today's system work well and really should be maintained. Office participants can also help identify specific problems within today's system that must definitely be changed. Most of all, involving others in the process makes them more amenable to using the system once it is carried out.

Analyze Files

Once files have been inventoried, they can be analyzed. Before a processing system can be designed, an intensive understanding of WHAT files are manufactured, WHY they are manufactured and HOW they are being used is essential. An analysis begins with a careful consideration of the next questions

who creates the records

who uses the records

how often are numerous kinds of data files used

how long do data files remain current

how many people need access to the files

which data files are confidential

are there legal requirements for keeping the files

There are no set answers to these questions. Effective research requires a common-sense approach be taken. The goal is to make a new system work, not merely look good on paper. Analysis is the process of critiquing all information which includes been accumulated, manipulating that information within the functional and operational requirements of the office, and then sketching conclusions.

The most efficient and economical filing system is one that works well for the office and is also easily known by its users. Very often the easiest method is best. Final factors to note when creating a filing system: ready recognition and retrieval of specific documents.

Tools of Data file Analysis


Classification is an instrument of analysis. It really is a way of sorting information into like categories. Identifying classification within any office and sorting files identified is the first step in the introduction of a filing system.

The document classifications that are located in most offices are

Administrative files-document the inner administration and operation of your office

Organizational files -document the relationship of your office with other offices and departments within Hogg Fuels

Retention of Files

A major consideration in the introduction of a processing system is the retention of the documents. Retention schedules obviously state how much time a record must officially be maintained and whether the data file is archival. Retention schedules provide suggestions for moving data files to inactive storage area and then for purging obsolete data.

Managing correspondence and email

Although correspondence may comprise only a tiny percentage of the total volume of data files, it poses the most problems for many offices. Correspondence contains unique documents which are often difficult to classify.

Correspondence may contain inbound and/or outgoing words and memoranda. Classically, correspondence has been registered in chronological order. Retrieval depended on remembering the night out of receipt or of transmittal. For many individuals this is very difficult. Information is rarely retrieved based on occurrence.

Email is similar to correspondence in many ways. E-mail are dispatched or received based on particular date and time, not on content. This is one of the characteristics that make email so hard to manage. Each email differs than the one sent before and you will be different than the email sent after. Taking care of emails by date is almost never effective. Like correspondence, it is much easier to deal with emails predicated on content or originator.

Information is mostly retrieved on the basis of content or inventor. It is, therefore, most logical to record correspondence or email either by subject (with related information); by inventor; by department from which it is received; or by section to which it is aimed. It must be considered that all office function is different, and it is essential to tailor the management of correspondence documents and email to react to specific requirements.

Completing the analysis

Once the research is complete, a filing system can be developed. A filing system should be developed in writing before it is actually integrated. Folders should be sorted, in writing, in to the appropriate classification. Within each classification documents are sorted. Information with out a specific retention period can be ruined or should be been able separately. Unsolicited materials can be destroyed.


Within each individual file they are really arranged within an order best suited for rapid retrieval and disposition. The most frequent arrangements are

Alphabetic --arranging records in alphabetical order is most helpful when details are retrieved by name or theme. However, it must be appreciated that even the easiest alphabetic system requires creating consistent and uniform filing benchmarks.

Chronological -- a chronological system is most readily useful for documents that are created and monitored on a regular basis. Folders are established by sequential date order. It really is, however, advised that chronological processing be avoided. Retrieval can be gradual and difficult as few people tend to remember dates effectively. The time of occurrence is rarely the basis for retrieval of information.

Implement System

There is not any easy way to put into practice a new filing system. It really is an extremely labor intensive activity. If at all possible, it is strongly recommended that the filing system be applied in levels, by classification--one document at a time.

Steps in the implementation process include

sorting paper files into classification

assigning a physical location within the processing system to each classification

re-labeling folders or creating folders to reflect the new record system

if necessary, the purchase of new processing supplies/equipment

Monitor execution, follow-up and revise system

After a test period talk with users to recognize problems. Work with users to resolve inconsistencies and formulate implementable alternatives.

Written filing guidelines and procedures are of help tools that assist ensure the success of the new system.

Written policies will include

a brief affirmation talking about the chosen system and its arrangement

detailed techniques for the creation, maintenance, and purging of files

procedures for the retrieval and re-filing of newspaper folders

staff responsibilities and tasks

Written guidelines help ensure that the new system will be known by all and will succeed.

Filing Policy and Procedures

Although lots of the files we currently create may be electronic, we will always have to handle paper documents. This section includes basic information regarding the maintenance of effective files.

Processing information for filing

check to observe that the material is complete

file that in the front of folder

if a folder will not exist, produce a label for a new folder

integrate the record into the system

Sign-out Rules

users check out folders, never individual documents

Sign-out sheets are being used to monitor the removal of the data file

Information on the sign-out sheet should include

file folder name

borrower name

date authorized out

date returned

For convenience keep several sign out mattress sheets in leading of each data file drawer or together with each file case. For better convenience, sign out linens can be customized for specific users. Sign out sheets personal for an individual need only contain document folder title, date recharged out, and particular date came back. (Appendix~1. 0 Sample Sign-Out Sheet)

Filing Supplies

After identifying a processing system for handling your paper files, it's important to choose appropriate items.

Hanging folders

Hanging folders are used to bring order to a drawer. They are effective only when used in the right circumstances. As dangling folders take up 1/3 of the available drawer space, they should be used limited to files with high retrieval activity.

Labels are being used to facilitate recognition of an folder and its contents. Visibility on the folder and use as a visual retrieval help should be major factors when choosing product labels.

Color coding is a way of identifying data file folders within a processing system. Color, when used appropriately, can make misfiles obvious at a glance, facilitate retrieval, and facilitate weeding and purging. Color is utilized as a aesthetic aid to identify a record series or the time. It can also be used to identify a particular folder.

Naming and Labeling Files

For files, identification and labeling allows an office to keep up physical control over current data as well as manage growth of new data. Whenever using files two degrees of file identification and labeling help simplify and assist in filing and retrieval

drawer or shelf labels

record folder labels

Appendix~1. 0 Sample Sign-Out Sheet

Hogg Fuels

File Sign-In and Sign-out Sheet for Removal

File Name





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