Tips – Assessing a Filing System – Part 1

Posted on Posted in Info

Virtuoso Virtual Assistant believes in the importance of record keeping and filing systems.  A well-planned system contributes to efficiency of operation and the company’s image.  Whether records are filed on a computer or in a cabinet, they need to be readily accessible.

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So firstly let us assess the filing system in place, by conducting an inventory of the records you have.

Some questions you should be asking yourself are:

  • What are the records?
  • Where should they be filed?
  • Who are the users of the records?
  • How often are they used?
  • How are they used?
  • How are the records referred to?
  • What is the size of each record?
  • How many of each record are filed?
  • Who has copies of the same record?

Also check to see if your filing system shows the following symptoms:

  • Information is difficult to find
  • Your system is repeatedly expanding the capacity
  • Your system maintains duplicate files of same information
  • You file to protect the function and not because of information or legal requirements
  • Your systems stores non-records storage
  • Your records are too full for easy access
  • Your filing storage unit is too full for easy access
  • You do not locate the information required in the first place you look

Tips – Assessing a File System – Part 2