How Do You Maintain A Good Filing System?

What are filing procedures?

Office Filing Procedure – Introduction.

Office Filing Procedure is a set of clearly defined and pan-organization followed practices in filing documents and important papers.

In general, these are instructions to all the employees on what actions are to be taken in case of certain situations, likely or unlikely..

How do you organize your office filing system?

Steps to make a filing system more functionalDetermine how you want to retrieve the files. … Label each hanging and manila folders. … Stick with the same labeling system. … Leave space in the drawer for new files. … Lay the paper in the folders so you can see the tabs. … Find a filing cabinet that will hold all your files.

What are the 7 steps to organize a home filing system?

InstructionsGather All of Your Papers Together in One Spot. … Separate Your Papers Into Five Categories. … Declutter and Discard Documents and Files You No Longer Need. … Organize an Archive File. … Arrange a Household File. … Set up an Action File.

What is the most common filing system?

Alphabetic filing is the most common filing system for less than 5,000 records. Filing by alphabetic order is a system where you arrange files by names of individuals, businesses, institutions, agencies, subjects, topics or geographic locations according to dictionary order.

What is a good filing system?

Simplicity: The filing system should be simple and not too elaborate. … Accessibility: A good filing system should be arranged in such a way that the records are easily available whenever required. The filing system should allow the insertion of additional documents without disturbing the existing order of files.

How do you document effectively?

These file management tips will help you keep your files accessible:Use the Default Installation Folders for Program Files. … One Place for All Documents. … Create Folders in a Logical Hierarchy. … Nest Folders Within Folders. … Follow the File Naming Conventions. … Be Specific. … File as You Go. … Order Your Files for Your Convenience.More items…

What are the 5 basic filing systems?

The five basic filing steps are conditioning, releasing, indexing and coding, sorting, and storing and filing.

What are the 3 types of filing systems?

Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified.

What are the two most common filing techniques?

You have two basic methods: straight filing and draw filing. Here’s the difference between the two: Straight Filing: The first and most basic filing technique is called straight-filing, and involves pushing the file lengthwise across the work, making contact only on the forward stroke.

What are filing skills?

Another administrative talent that speaks to your ability to stay organized is your filing skills. Administrative professionals must file physical or electronic documents so that they and others can find them quickly. An administrative professional’s filing skills will help the person perform the duties of any role.

How do you create an electronic filing system for an office?

How to Create an Electronic Filing SystemWhile organizational systems should be unique to each school and administration team, there are some best practices to follow when organizing a system of electronic files. … Assign Ownership. … Get Organized. … Create Subfolders. … Name Your Files. … Match Your Electronic and Paper Filing Systems.More items…

How do you organize documents?

Best Practices For Organizing Computer FilesSkip the Desktop. Never ever store files on your Desktop. … Skip Downloads. Don’t let files sit in your Downloads folder. … File things immediately. … Sort everything once a week. … Use descriptive names. … Search is powerful. … Don’t use too many folders. … Stick with it.More items…•