While many records management and historical records programs have adequate and efficiently functioning filing systems in place, there are certain situations that warrant a reassessment of files management practices:
- Reorganization within the program that creates new patterns in the flow of records
- A sudden growth of records due to expansion of program function or responsibility
- The introduction of office automation systems that alter existing patterns of records production
- Staff turnover resulting in a knowledge gap over content and arrangement of files
- Backlogs of unfiled records, missing or misplaced records, and unlabeled or unindexed filing cabinets
Organizing your Records
Files management allows your organization to organize records for active use in supporting program activities. Think about how to make your records accessible from the moment you create them:
- Set up a filing structure based on how people will search for information
- File electronic records in a manner that mirrors your paper filing system
- Ensure that your local area network (LAN) or other shared drives are organized and centrally managed
- Allocate adequate space
- Purchase appropriate filing equipment
- Use database software to index records such as meeting minutes, case files, or birth, death, and marriage records.
- Develop a file plan and detailed procedures for retrieval and refiling, and incorporate a retention period for records into the file plan