Question

You are the newly appointed office administrator in a small, but expanding business. Design your own...

You are the newly appointed office administrator in a small, but expanding business. Design your own checklist for the requirements that make up a good filing system.

Homework Answers

Answer #1

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.

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