Files Management
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Part 4 in the series of lectures on Effective Records Management presented on Aug1 & 8, 2009
![Files management - ensures control at the file level ,[object Object],[object Object],[object Object]](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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Files Management
- 5. Files management Filing systems Filing Rules Files Equipment Computer Applications
- 19. File structure example GS03030 2009 2009 2009 2009 John Jane Joey Attendance & Leave Records
- 20. Next level Jane Time Sheets Joey Time Sheets John Annual Leave Jane Annual Leave Joey Annual Leave John Sick Leave Jane Sick Leave Joey Sick Leave John Time Sheets 2009 2009 2009 2009 2009 2009 2009 2009 2009
- 21. Another example
- 22. You can also… Purchase Orders Field Order Files Purchase Requisition Invoice Vouchers Printing Requisition Cash Advances Travel Expense Payments Inter-Agency Billing Encumbrance & Liquidation 2009 2009 2009 2009 2009 2009 2009 2009 2009
- 23. File structure example GS10003 2009 2009 2009 2009 Organization Charts Annual Reports Correspondence Executive Level Subject Files
- 24. You can also… 2009 Agency Division Reports 2009 Agency Division Correspondence 2009 Agency Division Meeting Minutes 2009 Financial 2009 Incoming 2009 Committee A 2009 Legal 2009 Outgoing 2009 Committee B
- 28. F I L I N G problems
Notes de l'éditeur
- So first item of action is to create a file for “Attendance & Leave records, DAN number and a date or something that will trigger the appropriate cut-off or reminder, tag, flag or method you will use for disposition. ERM- Washington State Archives
- Then, build a structure appropriate for ease of use and bearing in mind retention and disposition efforts. You don’t need a single “bucket” for each little bit – larger buckets make for easier and more efficient management, but one huge bucket doesn’t work well either – you may end up keeping items that may be subject to disposal for longer than necessary, and if a litigation hold is in effect you have the keep the whole thing as opposed to the more pertinent information. ERM- Washington State Archives
- You can then set up different folders as needed for the different types of leave or attendance records. Leaping Lizards! E-mails & Electronic Records Management
- You can set up as many file folders as needed within the records series to meet your agency needs. Try to limit it though, and use “bigger buckets” if you can. Again, retention and disposition is simpler when you can manage larger “groups” of records together. Leaping Lizards! E-mails & Electronic Records Management
- Here’s another example. You can call these by any number of names suitable to your agency needs, just be sure the description fits and the appropriate DAN is utilized for retention and dispostion. ERM- Washington State Archives
- You can also set up and drill down into different subjects within a particular file folder as well. Leaping Lizards! E-mails & Electronic Records Management