Managing Your Filing System

A filing system is the record-keeping system for a business. It helps you to be organised, systematic and efficient. It also helps all people who should be able to access information to do so easily. It is always a pleasure when someone looks for information and can find it without difficulty. You should receive and send out documents on different subjects. Many of these documents need to be kept for future reference. If they are not cared for and properly stored, you will not be able to access them when you need them.

What should you file?

The type of documents that needs to be filed depends on the type of business or organisation that you work for. In most cases you need to file documents that are sent to your business by other people or organisations. You would also file records of all your organisational activities. These can be:

• Letters
• Memos
• Reports
• Financial records
• Policy documents

When Should You File?

This depends on how busy your office is. In very busy offices, filing is done at least every day and usually first thing in the morning or last thing in the afternoon. In a small or less busy office you could file once or twice a week. Failure to file on a regular basis results in documents being mislaid or damaged.

Methods of Filing

There are several methods of filing. The method chosen depends on the type of information that you need to store. The following are most commonly used methods:

• Subject/Category
• Alphabetical order
• Numbers/Numerical order
• Places/Geographical order
• Dates/Chronological order

These methods of filing are called classification which means organising things that are alike, together.

Filing Key

Once you have decided on your categories, you will have to draw up a filing index so that everyone can understand the system you use and find the information they want. This index in called a filling key:

• Write up a filing key by listing all the categories and sub-categories in the order that they are filed.
• Make sure it is laid out so that everyone can understand it.
• Put it on the filing cabinet and put a key for each drawer on the front of the drawers.
• Give everyone a copy of the whole filing key.
• Make sure that everyone who does filing understands the key and uses if for filing.

Filing Rules

There are two basic rules underlying filing:

• Alphabetical or numerical filing – filing according to the letter of the alphabet or document number.
• Date filing – most recent files on top.

These rules are basic because they apply to all filing systems. When you file by name, subject and area you should always file alphabetically and by date.

Click here to view a video on creating the right filing system for your office.