Twelve ways to improve your paper filing system

Every organization needs a records management and records management program. After establishing a records management program and appointing a records management officer, a retention/control schedule should be developed. As the needs for improvement and development of the file system become apparent, the following twelve-step strategy is recommended.

1. Purge inactive files – Remove inactive and duplicate records from your active file system to improve access and recovery times. In addition to improving response times, your active file system will require less floor space. Don’t get rid of inactive records at this point.
2. inventory records – Carry out an exhaustive inventory of records. An inventory of your records is as important to your organization as spare parts inventory is to a Parts Manager. Records inventory will help you assess tagging standards, information flow, and will be necessary if you plan to convert files to a side tab file system or records management software.
3. Convert to a side tabbed folder system – Traditional drawer cabinets do not save space and slow down the process of retrieving and reloading files. Shelf-based side tab filing systems require less space and faster record retrieval. Do some research to see if converting to a shelf-based lateral tab filing system is cost-effective for your organization. Careful planning, cost justification, and implementation of appropriate filing systems for the required applications should be seriously considered.
4. Assess current labeling standards – Evaluate your current file tagging system to determine if changes are needed to improve file speed and accuracy. For example, a simple color-coded year label can make a laborious project of debugging dead records a breeze. Conduct a survey of your staff and users to get their opinions on tagging methods that would make access to files easier and faster.
5. Choose the correct folder – There are many different types of folders to choose from depending on the activity, the number of documents, and the amount of time the records will be kept in an active state.
6. Use indexes or scores– The use of folders with indexes and partitions will organize and standardize the documents in the archive. Organized information provides faster access to desired documents and helps maintain file integrity.
7. Invest in an on-demand labeling system – On-demand tagging is an inexpensive way to enhance your filing system. On-demand labeling software allows you to print a single-piece label from a laser or inkjet printer. Labels are typically 7″ to 8″ long and can be printed with any type or style of color coded labels, name and address information, and barcode labels. On-demand labeling eliminates individual manual wrapping of color-coded labels and the additional tasks of writing filename labels. On-Demand Labeling can produce alphanumeric labels, top and side tab labels, and different styles of labels for different departments within your organization.
8. Standardized – Standardization of filing systems should be an important goal. Standardization of equipment, supplies, software, procedures, and policies results in economies of scale and consistency throughout the organization.
9. Implement Processes – Implement the appropriate processes, technology, equipment and supplies for each application of the filing system. Converting to open shelf file racks, implementing color coding and bar coding, implementing file indexing, file tracking, and a record retention program results in a system that can be integrated with others. information systems within the organization.
10. Implement records management software – A variety of quality records management software packages exist for use in augmenting records management programs, systems, and functions. These programs can prepare and maintain record retention/control schedules, track files and boxes in the office to storage, and help manage record retention.
11. Develop a Records Management Manual – Every organization needs a records management manual. The manual should be a reference guide for your organization and a training tool for new staff. The manual should provide an explanation of each filing system in your organization, including detailed filing procedures. Create an FAQ section that can be easily developed from questions asked by members or your organization. Consider supplementing your manual with videos to make learning easier.
12. Savings/achievement report – Prepare an annual report (at a minimum) detailing savings. The savings report should include details on space saved, personal savings due to conversion to a file system that provides more efficient access.