File Management

By Cyndi Seidler

If you're suffering from over-stuffed file cabinets, files you can't locate easily and swiftly, or just don't want to put anything away in file folders because you're afraid you'll never see it again, we're looking at a case of deficient file management syndrome. It's unhealthy, but totally curable.

What is file management anyway? It is basically managing your files and, by managing your files, we mean controlling them so that you have power to govern them. This entails being able to create files for documents (papers) and to store them in an effective manner so that they can be easily located and retrieved again.

The first thing to embark on is establishing the filing system. There are three types of filing systems and only one of them works best for most organizations. And, that is a subject filing system. The numeric filing system is good if your files are all of numeric value and the alpha system works WITHIN the subject filing system. Not many people enjoy having to look at an file index to locate where a file is, so these files only "look" organized, yet are not that efficient.

A subject filing system, on the other hand, allows an individual to become acquainted with how documents and files are classified. If a person wants to find a particular legal letter, for example, one only has to know that it would be categorized under the major category of "Legal" in a subcategory of "Legal Correspondence" (or a specific case file under "Legal/Case Records").

In developing a subject filing system, determine the categories for it. Typical major categories include:

• Accounting

• Administration

• Corporate

• Finance

• Human Resources

• Legal

• Management

• Marketing

• Operations

• Public Relations

• Research & Development

Any document or file can be classified under one of these major categories. Within these subject categories are sub-categories which provide a more specific area for the files in that Major. For Administration, it refers to internal-related files. These often include:

Associations/Groups, Bulletins/Publications, Communications, Correspondence, Forms, Insurance, Library, Meetings/Agendas, Office Equipment, Professional Development, Planning, Projects, Web Site.

A "third level" category can also be created, such as Newsletters (under Bulletins/Publications), for example.

These Major categories also tie in with organizational structure (the Accounting Dept, the Marketing Dept, etc.) and the Chart-of-Accounts. They also align with the File Series (A file series of documents is the same as a group of class of documents, like a library file series). Another thing the Majors align with is a record's retention value (for retention scheduling).

When we look at classifying a document or file, one only has to be familiar with the category classifications. Although it is important how a file is named, it is more important to file it within the appropriate category.

Once the filing system is set up and all files have been placed within the appropriate subject category, a File Management Database can be created to track documents and files. To implement this database, it is best to start with cataloging the files first (by dictating and transcribing the "inventory" of files within the file cabinets). From thereon, documents can also be entered into the File Management System (the database).

There are expensive information management systems on the market and only one (that I know of) which does the job under $100.00. That document management software is called "Organize Anything" and is a new product available at www.organizeyourworld.com. This kind of database can also be created using Access and FileMaker Pro but it will take a good programmer to customize fields and attributes for easy storage and retrieval of documents.

The advantages of the electronic system are many. For one, if a person wants to find a file or document but doesn't know how it is categorized, they can access the database and locate it. The database record would indicate what subject category the file is classified under and where it is located (office, building, file cabinet/drawer, etc.).

Information is an asset. The ability to store and retrieve information easily and efficiently is the solid foundation in which an organization builds upon. Therefore, this kind of foundation needs to be laid down in order to make everything else on top of it work more adeptly. The benefits of good File Management will begin to show itself when no more valuable time is wasted trying to locate the information you need.

For a Filing System Abstract (explaining what each classification is), click here (PDF).

Copyright © 2000 Cyndi Seidler.  All Rights Reserved.

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