Your Guide to an Efficient Filing System

Your Guide to Filing

An efficient filing system has become critical, but still, more often than not, filing systems are accepted without consideration to WHAT is being stored, WHY it's being stored, WHERE and HOW it's being stored. You need to ensure resources are not wasted by replacing your filing system just for replacement sake; It may well be that your current filing system will meet your required criteria by adopting different soft folder and indexing formats.

Many filing organizations will recommend replacing your current system with space efficient filtering systems without consideration to the filing process.

Filing Facts

The freedom of Information Act and the Data Protection Act has made a huge impact on the way records are stored.

Certain types of records have to be stored by law for certain periods of time.

The amount of paper and records stored by organizations is increasing every year.

Misplaced or lost records cost many organizations a substantial amount of money through lost time looking for them. Some types of records will also incur an organization a heavy fine if the record can not be produced on demand.

Clear indexing and identifiable records will speed up the retrieval process for when the file is needed – not when it is too late.

An ineffective filing system will take up more floor space costing the organization more money through floor space rates.

An efficient filing system will save time, space and money making your organization run much more effectively, leading to greater success.

Filing Audit

If you want to improve your filing efficiency you need to know the strengths and weaknesses of your current filing system. The questions below are a good list of questions that once answered will outline specific areas that need attention.

The Records

O How are your records stored? (Lever Arch, Foolscap file)
O What is the volume of records in linear meters
O Are there any duplicates or copies? If so what for?

Indexing

O How effective is your indexing?
O What do you like or dislike about your indexing?
O Is misfiling a common occurrence?

File Storage

O How effective is the storage system?
O What do you like or dislike about it?
O What are the present floor space costs?

Record Access

O How frequently are records retrieved from the system?
O How many people use the filing system?
O Do the records need to be secure?
O Are records returned accurately and on time?

Record Tracking

O Are the records needed for filing Audits?
O How do you keep track of your records?
O Does your tracking system work?

Evaluating your system

The answers to the above should enable you to evaluate:

O Records which are not needed could have been archived or destroyed
O Records needing consolidation
O Any indexing improvements
O Effectiveness of the system

Creating an efficient filing system

O Avoid complicated indexing methods
O Avoid handwritten indexes
O Before opening a new record make sure its unique.
O When indexing a record think of the first identifying reference that comes to mind
O Be specific with titles, never use general or miscellaneous.
O Allocate a unique reference ID.
O All correspondence in the file should be dated or marked for reference
O Separate archive from live records

Further details on file creation refer to RMS 1.1 Standard written by the National Archives.

Tracking Records

What happens to your records when they are away from the system?

Case studies show that traditional tracking methods have become inefficient and unreliable An electronic system using a barcode or RFID tags will improve file tracking.

Locating and Controlling Records must be efficient. Record users should be able to file and retrieve records quickly and efficiently.

Tracking records in a filing system should:

O Assist with accurate retrieval of records
O Ensure access of records to staff authorized to do so
O Assist with record retention periods
O Record a complete history of a record's movement

If a record is removed from the system, the following information should be documented:

O The record's index details
O Who retrieved the record
O The date the record was retrieved
O A proposed return date and the actual return date

Conventional Filing Methods Vs End Tab Color Coded Filing Methods

It has been established by the industry that traditional suspended pocket filing is the most inefficient way of storing documentation. The suspended file pocket, by design, is estimated to waste between 15-20% of valuable storage space within the system. Furthermore, suspended file sockets have a tendency to split and as a result cause misfiling / lost files.

File Indexes in a hand-written or text-printed format can be difficult to read enhancing the opportunity for slow retrieval and misfiling.

Using standard folders, filing / retrieval times are slow and misfiling is a common occurrence purely because another folder hides a records index.

Portrait Lever Arch Files are designed with a fixed center of between 73-78mm, invariably the folder houses less capacity than the file offers wasting valuable shelf storage space, in addition because of its design, fewer storage levels can be achieved in a standard storage system .

By simply employing a color coded index system these inherent problems can be overcome.

Disposal

Disposing of records is an important part of maintaining control of your records. Before a disposal schedule is put into place you must understand all of your legal and regulatory business requirements.

Legal and regulatory requirements including the Freedom of Information Act 2000, the Data Protection Act 1998 and the Public Records Act 1958 all effect the disposal of records. All have imposed new and more stringent duties on public sector bodies with regards to records disposal.

So what does this mean?

Disposal does not mean destruction. It means any action taken to determine the fate of the record including transfer to an archive system. When it is not possible at any time to determine the disposal of the records they may be scheduled for review at a later date.

Retention usually means the length of time records are kept, sometimes known as disposal schedules. If a disposal schedule is not put into place, the tension is to store records indefinitely taking up unnecessary space.

Confidential information must be stored securely and disposed of by way of shredding.

For further details on disposing scheduling please refer to Disposal Scheduling (RMS 5.1) Standard written by the National Archives.

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Alltel Reverse Mobile Phone Number Search

Among all the cell phone service providers in the US, Alltel is one of the largest ones. Just because a prankster is using a mobile phone to make anonymous prank calls to you does not mean that you cannot retrace the number to its registered owner even if it is an Alltel mobile. Such information was hard to get at just a few years back, but nowadays, it is widely available.

To find out the identity of the caller of an anonymous Alltel number, you can use an Alltel reverse mobile phone number search. This can be done on the internet, without having to disclose who you are. Which means you can anonymously discover someone else’s identity just from their phone number. You should be able to get the following information from using reverse lookup for a number:

  • Name, address, and other information about the owner
  • You can search anonymously
  • Free preliminary search
  • Accurate and updated information
  • Ability to search for unlisted numbers too
  • 100% money back guarantee

A single reverse mobile phone number search for an Alltel number costs about $15. Depending on why you want to know identity of the cell number owner, this may or may not be a reasonable price. For example, if you are interested in tracing the owner because you are getting regular prank calls, $15 is not too high a price to know the name and address of the caller. But if you only want to know who made a random wrong call to you, it may be a tad too high. In any case, you can decide whether the information is worth $15 to you or not when the time comes.

These reverse search companies also offer an annual membership for $40 if you want to trace more than two numbers in a single year. This service offers you unlimited searches for cell phone and unlisted landline numbers.

But there is a search you can do for which you do not have to spend any money. These directories allow you to make a preliminary search to find out if the number you are interested in is present in their database. They will let you see if that number is present in the database, the city and state where it is registered, and whether the directory contains the reverse lookup information for the number.

These directories also offer a 100% money back guarantee, which ensures that it is almost impossible for you to be dissatisfied with the service. You get exactly what you pay for and if you do not, you get your money back. In summary, to do a mobile phone number search on someone, you just go to the reverse lookup directory, enter the number you are interested in, press “search” and if there are results then you can pay the $15 fee to get the information you desire.

The Disadvantages of Reverse Phone Directory

The reverse phone directory is the online phone book which enables the users with the exciting offer to search for the identity of the cell phone numbers which are completely unknown to them. Few of the websites which provide such service to the users do not ask for any fees to gather the data for them. But it is seen that severs which give such online service charge a small amount of money in the form of fees from the user to give the complete and correct information of the person connected to that number.

Due to the advanced technology it is studied that there are many advantages for the users in using the reverse phone directory. But at the same time it has its own disadvantages which a user should be aware of.

1) The main disadvantage of reverse phone directory is that, anyone who owns your cell number can easily look up to all your personal details.
2) Yes, there is no privacy for your number in the process of reverse phone directory which gives the assurance to use the advanced technology.
3) In case you own a cell number or an unlisted number, still the phone book companies are capable of listing your all personal information such as name, address, your email id etc.
4) The information is readily made available within very less time for the user who is willing to pay the money for this simple online service.
5) Sometimes the servers which promise to give the true results turn out to be the fraud, as these keep the aim only to make money from the users in the wrong manner.
6) Also the information which is provided turns out to be the incorrect data.
7) It is also noted that few of these websites are equivalent to do the search for the required number as there is no record of that number listed in the reverse phone directory.
8) Also it is seen that there is irregular maintenance of the existing numbers.

The demand for such kind of services is increasing day by day. As a result many servers have registered their company as the database providing company. All the data is accumulated either manually or is collected by the outside sources. The mobile companies are authorized to forward the information of the user's cell number to the registered online servers.

This is why you should only be using a trustworthy reverse phone directory that delivers correct results consistently.

Essential Elements of Good Corporate Communication

Corporate communications is the means by which organizations build their brand value. In recent times, a number of organizations have realized that effective communication can not only avert crisis situations but also increase the brands power. With this dual objective in mind, a growing number of companies are laying a lot of emphasis on boosting their communication. These companies must keep a few pointers in mind while designing their corporate communication. Some of the key components of an effective communication are as follows:

  • Staying updated

We exist in a dynamic market environment where technologies are fast becoming obsolete. It is therefore extremely important to stay updated while preparing communication. It is also important to stay in focus. Therefore, companies should remain updated and share information about new launches and product developments with the media.

  • Search for new avenues of communication

A large number of companies are exploring new avenues of communication. It is felt that finding new means of corporate communication can provide first mover’s advantage to the company. In this regard, blogging has emerged as a wonderful medium to communicate in the marketplace.

  • Use the internet

Despite the fact that almost all companies in the world are using the Internet to establish and boost their presence in the market, this medium is still untapped. To begin with, smaller players in the market do not have proper websites. Some of the websites have no relevant information while some are not user friendly. Given that businesses depend on the Internet to a large extent it is important that companies optimize their online presence to attract new clients.

  • Share success and failure

Success and failure are a part of every organization. Sharing success and failure makes the corporate communication powerful. This is especially true for internal communication. As an employer, you should share your company’s success and failure with your employees. This breaks the hierarchical barriers that exist in organizations.