MANAGING RECORDS - COMPUTER FILING

Those using a computer for business know the importance of being able to find a file in the system. You must organize to successfully maintain and access the records. The State of Utah has Electronic Records Policy online. Suggestions from this can be incorporated into your creative business.

The Paper-less Office - Cabinet Next Generation wants to show you how it is done. You can lose information when a file is not named in a reasonable way. Some software allows you to search for a file by typing in a key word or phrase. This doesn't work with all software, so work smart - name files appropriately.

Another help is to print the file name on printed material. On all paper that must be printed and filed:

• Type the file name on the upper right corner of the first page.
• Don't type a business request to Mr. Smith and show the file name on the letter
• Print an original letter first to Mr. Smith
• Then type the file name on the page before printing the file copy.

Every person will not name the same file the same way. You have to work with your system. Make sense when a file is named. Example: Business files on particular companies can be named with the company name. If you have three files on the Atlas Company, the names can be coded by adding a, b, c or 1, 2, 3 to the name.

Be consistent with coding and code all companies the same:

• a for letters
• b for invoices
• c for company statistics
• and so on.

When you are dealing with a person at Century Company and it is easier to remember the file by using her name, be creative. Example: centjane.let - This translates to the Century Company, Jane and a letter. The name keeps all files to Century Company alphabetically in the directory, but tells the name of the person and type of correspondence. It is just my way of being creative with the file names.

LIFE OF RECORDS

All records have a span-of-life for retention. Read The Life Cycle of Records printed in An Introduction to Records Management web site. There are a few records that should be kept forever. Records that are vitally important and cannot be replaced should be copied. The copy is kept in the regular files, with the original stored in safekeeping at another site.

Eliminating records on a timely schedule is of utmost importance to maintain control. Determine how long a record must be kept before filing and mark it with a date for disposal. Be consistent in that all files are disposed at the time marked. If an article in a magazine is important to keep longer than the whole issue, tear out the article and file it; dispose of the periodical.

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