How to optimise your filing system

Filing systems are found in almost every business and they can be electronic or paper-based. They must be set up, maintained and managed correctly in order to ensure the efficient storage and retrieval of information. This article will provide some tips and advice on the best ways in which to optimise a paper-based or electronic filing system.

Paper-based

All paper files should be stored in an effective office filing system, either in numerical or alphabetical order, and each file should be appropriately labelled. If you are using a drawer filing system with suspension files, it is important that each docket or suspension file is clearly labelled and filed in the correct order. Within the file, it is useful to have some form of coversheet, and if you have time, create some sort of cataloguing or indexing system whereby documents are logged in and out of the filing system as they are used or transferred elsewhere. Paper files should be reviewed on a regular basis and appropriate information added such as changes in details or payment information. It is also important to keep files up to date in the event of a freedom of information request or an audit. With paper filing, it is a good idea, perhaps once a year, to go through each file and send the oldest ones for archiving or to be destroyed. However, if you work for a large organisation, check retention and destruction policies beforehand, as some files have to be kept for a certain amount of time before they are destroyed or placed into an archive.

Electronic storage

As more and more information is now stored electronically, electronic filing systems are becoming even more popular. Files on computers should be neatly organised into appropriately labelled folders and backups should be made regularly. Files which are kept on removable storage devices such as USB memory sticks should be encrypted, particularly if they store customer information. Networks can incorporate computer file storage systems which are based on the server and some organisations have a file management system which they run through the corporate network to ensure that files are always kept secure and backed up.