organising your filing system
good filing systems
For your organisation to function well, an effective and efficient filing system is essential.
A good filing system is:
- easy to understand and use
- a suitable size for the available space
- accessible to all who are authorised to use it
- able to keep the records safe and in good condition
- able to keep the records secure to fit with the provisions of the Privacy Act 1993 (see later).
filing equipment
Filing equipment you may choose to use includes:
- box files
- computer files (refer to Section 12 — Information Technology regarding computer storage and backup)
- filing cabinets (lockable)
- ring binder folders
- manila or colour-coded folders
- filing baskets.
filing location
For larger organisations with a lot of information, there are different ways of physically storing your paper-based records system. Storage can either be centralised (where everything's kept in one central place) or departmentalised (where files are kept in different locations depending on the nature of the information e.g. accounts, projects etc). Alternatively, you can use a combination of the two (where workers keep files they use a lot in their own rooms, but back-ups and less-used files have a central home).
Checklist for establishing a filing system
To establish your filing system:
- divide your organisation's information into classifications (as per the earlier guidelines)
- create a file list of the divisions you've made
- use dividers for different subjects under that file
- document the scope (or expected content) of the file series so people know what should go in what file
- decide on an appropriate filing system that keeps records in order e.g. file papers in chronological or date order, with the most recent papers on top or at the front
- consider how you are going to protect your records from dirt, dust, fire, water, earthquake, humidity, sunlight, intruders, insects and rodents
- make sure that the paper records match the electronic records.
Tip
Most organisations will keep records both electronically (on a computer file) and manually.
It pays to set up your manual and computer filing systems with the same file headings.
Checklist for maintaining your systems
At least once a year, spend time on maintaining your records and filing systems by:
- removing out-of-date material (for example newsletters from other organisations)
- disposing of any confidential information securely by either shredding documents or using a document disposal company
- sorting out and filing away historical material
- checking that the file divisions are still relevant (if necessary, consult a records management professional)
- undertaking an audit to ensure that the required information is kept in the expected place.
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