How to set up an effective filing system American Folder Company The importance of record-keeping and filing systems cannot be too highly stressed. A well-planned system contributes significantly to efficiency of operation as well as to a company's image. Whether records are filed in a computer or in a steel cabinet, they have to be readily accessible. Make a study of your system. Conducting such a study is no more than taking an inventory of the records in your files. Some of the questions you should ask are: What are the records Where should they be filed Who uses 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 else has copies of the same record Also check if your filing system shows any of the following symptoms: You find the information you need is difficult to obtain due to your system or lack of one You are repeatedly having to expand your file system capacity You are maintaining duplicate files of the same information You are filing material to protect the function and not because of information or legal requirements You are using your filing system or equipment for non-records storage Your file folders are too full for easy access Your filing drawers or shelves are too full for easy access You are not finding the information you require in the first place you look Your analysis is now complete - your records inventory reveals the strengths and weaknesses of your record-keeping system. Once you have analyzed your records inventory, you should determine: Best arrangement of the records Type of media to be filed (paper, microfilm etc) Proper equipment for adequate storage and retrieval Proper systems to complement the equipment The required record retention schedule and facility Thank you for choosing American Folder Company