- 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.