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TIPs on Filing
Did you Know?

Great TIP!Continuous shutting down of computer systems need not leave you in the dark. Keep your paper-based filing systems organized with your critical documents readily available and the loss of power need not mean a loss of productivity.

Solutions

Consulting and design Consulting - design your records management program.
Training Solutions

Training - teach your staff how to create, store and retrieve information.

Implementation Solutions Implementation - convert your filing system to the new file plan.
Ongoing support and management solutions Ongoing Support - manage your workplace filing system and build skills.

Email: 
emma@lodestoneconsulting.co.za

Telephone: 
Contact Us for help with your filing solutions021 856 0863

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Put the theory into practice with our TipsMaintaining Your Filing System

TIP = "to improve performance" OR "theory into practice"

You've spent a lot of time and money setting up a new filing system. How do you make sure that in a year's time you aren't back to the drawing board again?

Put theory into practice now by following these easy guidelines. These tips focus on how to improve performance of your business. Anyone tasked with the responsibility of file management should see their role as an integral part of the overall business success.

> Back to Rules for Business/Organisation Filing

Bright ideas for your filing systemMaintaining Your Filing System - 15 Easy Steps

  1. Update your File Plan policies and procedures regularly i.e. File Plan amendments.
  2. File documents exactly as instructed by the File Plan & File Hierarchy to avoid any duplications.
  3. Record and update your File Hierarchy when files are moved to a new location.
  4. Remove archived files and obsolete files / documentation regularly to optimise your space.
  5. Keep archived information in boxes with lids to protect against light and dust.
  6. Audit your filing system regularly to identify and remedy any misfiled information.
  7. Insert an index sleeve/card when a file is removed. This will show which files have been removed, by whom and when the file will be returned.
  8. Record in a database all personnel accessing files.
  9. File used files back into the system promptly. Guideline is 24 hours.
  10. File away newly opened files promptly.
  11. Limit access to the centralised filing area to avoid possible misfiling or theft.
  12. Ensure filing stock and stationary is available for daily or ad hoc filing.
  13. Keep your filing area tidy and neat, to ensure a more efficient filing environment.
  14. Make filing a part of your daily office administration duties.
  15. Train all staff regularly on your filing system design. Include senior personnel and those not tasked with filing. It is imperative that everyone within the organisation knows where to find information.

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