A good filing
system is the ability to retrieve the record in an
appropriate manner within the organization. It helps you to access
the data in an effective and efficient way especially when you need
it the most. It is a beauty to manage the work smoothly. A good
filing system means keeping a official documents in a safe place
and it also helps to put the records organized, transparent and
systematic.
An appropriate record by office
administrator plays an important role for an organization because
it may contain some information that cannot be disclosed to anyone
in the organization. It is also a very difficult task to have a
good filing system in a small business.
Checklist for a Good Filing
system
There is no ideal technique for
having a good filing system in any business but we may design some
checklist to have a good filing system which is as follows:
- Less Space: It is
very important that whatever records we are keeping should not take
unnecessary space. If it is taking more space than required it may
lead to paying the high rent of using floor space. So to avoid this
we need to put this in a checklist as a requirement and suggest an
idea to trash the dead papers, older files etc which are useless
for an organization to save space.
- Simple: It is very
important to have a simple filing system so that it should be
easily understandable by every office staff member. We should not
make it too elaborative or complicated. This will help to operate
the filing system easily and its operation should not be dependent
on a single office administrator.
- Easily Accessible:
A filing system can only be good if it is arranged in an efficient
manner. This must be on priority in a checklist so that no one
should get a chance to insert the additional documents with the
existing files, if it happens then it may result in a huge mess and
the files will not be easily accessible to the office
administrator.
- Cost effective:
The primary objective of an office administrator to manage the cost
of having a good filing system. It should be economical in terms of
space, time, money and operations. We must ensure that the cost of
filing equipments i. e inserting, placing the documents or files
etc should be very low. If a good filing system is cost effective
then it will be good for a business as well.
- Safe: It is a very
important part of the checklist that the filed documents and
records should be in a safe condition. We must ensure that it must
be protected by insects, dust or any kind of mishandling. If the
records or files are not safe then it may result to the huge loss
for an organization.
- Flexible: A good
filing system must be flexible as per the need of the business. It
must have the capacity to expand if the volume of the business
transaction increases. We must ensure that a filing system should
be monitored and reviewed as long as the business goes.
- Easily Located:
The official documents or files should be easily located so that we
can easily find them whenever required without any delay. But we
must also ensure that it must not lead to any kind of heavy
expenditure to achieve this objective.