• Benefits of Files Management

  • The basic objective of a good filing system is to be able to find the record you need quickly and economically, regardless of its format. The goal of a good filing system is to provide quick access to information. 
    Files management is integral to records management.  Records Management is the application of systematic control to recorded information.  It is a logical and practical approach to the creation, maintenance, use and disposition of records and, therefore, to the information that those records contain.  Files Management applies records management principles to both paper and electronic records created and used by a single office.  Files management ensures the use of information.  It ensures that records are able to be retrieved when needed.

    Many people fail to realize that having even a simple filing system on their computer will save time when
    referencing or creating similar documents for their business purposes. The simplest way to distinguish between files is to separate personal and business related documents and to have a standard method of saving each individual document for ease.

    An effective way to set this up is to jot down the proposed system on paper to ascertain what will work best for your organization. Try to keep the process as simple as possible without resorting to multi-level folders within folders which can become messy and time consuming. Whether you choose to file by year, client or specific title such as invoice or receipts is dependent on the type of business you run.
     
    Although we use the computer operating system to keep our image data organized, how we name files and folders, how we arrange these nested folders, and how we handle the files in these folders are the fundamental aspects of file management.

A well designed filing system must make filing less difficult, tedious, and unattractive must offer quick and easy filing and retrieval of information with a minimum of wasted time and effort (i.e., 30 second retrieval time) must ensure integrity and continuity of record keeping despite changes in office personnel must have uniform practices must allow for the easy identification and purging of inactive records should provide clear and simple file categories should be expandable and flexible enough to meet everyone's needs. Higher productivity and lower costs are the main benefits of good file management. 
The right filing system produces important tangible results and eliminates costs associated with poor procedures.

Time savings:

  • faster filing and retrieval of information
  • fewer misfiles
  • higher staff efficiency and productivity

Cost savings:

  • less frequent purchase of filing equipment and supplies
  • less frequent purchase of filing equipment and supplies
  • less time spent on filing
  • less likelihood of litigation losses resulting from lost documents
  • less likelihood of lost documents leading to unfavorable audit findings and penalties
  • less costly recovery of vital records

Specific benefits:

  • easier training of new personnel
  • expandability and flexibility to meet the needs of the office
  • standard procedures for disposal of obsolete records
  • improved service to clients/public
  • protection of vital records
  • compliance with legal and audit retention requirements