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 program should be developed. As filing system development and improvement needs become apparent, the following twelve-step strategy is recommended.
- Purge inactive files – Eliminate inactive and duplicate records from your active file system to improve access and retrieval times. In addition to improving response times, your active filing system will require less floor space. Do not dispose of inactive records at this time.
- Inventory records – Carry out a comprehensive inventory of records. An inventory of your records is as important to your organization as parts inventory is to a parts manager. The record inventory will help you evaluate labeling standards, information flow, and will be necessary if you plan to convert files to a side-tab file system or records management software.
- Convert to a side-tabbed folder system – Traditional drawer cabinets do not save space and slow down the file retrieval and reloading process. Shelf-based side tab filing systems require less floor space and faster record retrieval. Do some research to see if converting to a shelf-based side tab filing system is a justifiable cost to your organization. Careful planning, cost justification, and the implementation of appropriate filing systems for the required applications should be seriously considered.
- Evaluate current labeling standards – Evaluate your current file tagging system to determine if changes are necessary to improve presentation speed and accuracy. For example, a simple color-coded year label can turn the laborious project of purging inactive records into a simple task. Survey your staff and users to get their opinions on the tagging methods that would facilitate and expedite access to the files.
- 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 the active state.
- Use indexes or partitions– 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.
- Invest in an on-demand labeling system – On-demand tagging is an inexpensive way to improve your filing system. On-demand labeling software allows you to print a one-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 individually hand wrapping color-coded labels and the added chores of writing filename labels. On-demand labeling can produce alphanumeric labels, top and side tab labels, and different label styles for different departments within your organization.
- Standardize – The standardization of filing systems should be an important objective. Standardizing equipment, supplies, software, procedures, and policies creates economies of scale and consistency across the organization.
- Implement processes – Implement adequate processes, technology, equipment and supplies for each filing system application. Conversion to open shelf file shelving, implementation of barcode and color coding, implementation of file indexing, file tracking, and a record retention program results in a system that can be integrated with other information systems within the organization.
- Implement records management software – A variety of quality document management software packages are available for use in augmenting document management programs, systems and functions. These programs can prepare and maintain record retention / control schedules, track files and mailboxes in the office for storage, and help manage record retention.
- 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 all the filing systems in your organization, including detailed filing procedures. Create a FAQ section that can easily be developed from questions asked by members or your organization. Consider supplementing your manual with videos to make learning easier.
- Savings / Achievement Report – Prepare an annual report (at least) detailing the savings. The savings report should include details on the space saved and personal savings due to converting to a file system that provides more efficient access.