File Management Techniques

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Questions and Answers

What is the first step in establishing a new file?

Identify the need to create a new file (correct)

Prepare a hanging file or folder

Enter the new file in the file register or database

Assign a file name or number

Why is it important to update reference and index systems regularly?

To maintain a cluttered filing system

To increase the number of files stored

To avoid confusion and save valuable time (correct)

To prevent unauthorized access to files

Which of the following actions should be taken with dead or inactive files?

They can be immediately destroyed or relocated. (correct)

They should remain in active files until further notice.

They must never be deleted.

They must be archived indefinitely in all cases.

What is a crucial aspect of maintaining an effective records disposal process?

Identifying and recording which records have been disposed of Signup and view all the answers

How should records with historic value be managed according to organizational requirements?

They should be retained indefinitely as archive files. Signup and view all the answers

When establishing a new file, what should one do after assigning a file name or number?

Prepare a hanging file or folder. Signup and view all the answers

What is one of the consequences of having an outdated index system?

It leads to misplacing important documents. Signup and view all the answers

What must be regularly checked to ensure the integrity of electronic file management?

The status of dead or inactive files Signup and view all the answers

What should be done when filing small documents?

Attach them to an A4 sheet before filing Signup and view all the answers

What is the primary purpose of a File Movement Register?

To record the borrowing and returning of files Signup and view all the answers

Which of the following is a recommended practice for establishing new files?

Creating new files rather than overfilling existing files Signup and view all the answers

Which method of classification arranges files according to the order of names?

Alphabetical Signup and view all the answers

What should be removed from files to prevent damage before filing?

Paper clips or pins Signup and view all the answers

When is it necessary to use a cross-reference marker in filing?

When a file can be located in more than one place Signup and view all the answers

What is a key safety practice when managing filing cabinets?

Closing filing cabinet drawers when not in use Signup and view all the answers

Which classification type involves organizing files based on topics or themes?

Subject Signup and view all the answers

What is the purpose of maintaining dead files in an organization?

To ensure legal compliance by preserving information for a specified time Signup and view all the answers

Which filing method uses electronic devices for storage?

Computerised filing system Signup and view all the answers

How can information be best maintained for future use?

Through the use of inactive files that may contain useful information Signup and view all the answers

What does the term 'collate' refer to in the context of document management?

To sort pages of a document into the correct order Signup and view all the answers

Which of the following best describes a reliable reference and indexing system?

A card index of file names or a paper index of keywords Signup and view all the answers

What is the key reason for relocating files within an organization?

To make the filing system more efficient and organized Signup and view all the answers

Which term refers to records that are retained due to their research or historical significance?

Archive files Signup and view all the answers

What is the primary purpose of a filing system?

To provide easy access to business information Signup and view all the answers

Study Notes

Establishing New Files

To establish a new file, first identify the need for it.
Assign a name or number, and prepare a hanging file or folder, or create a subdirectory for electronic files.
Register it in a file register or database, and add to a file index if necessary.
Gather items and place them in the filing system in the correct order.
Store the file appropriately.

Updating Reference and Index Systems

Updating the reference and index systems is essential to maintain the integrity of the filing system.
Regularly update the index to reflect current status of records on file.
Changes to file names, numbers, or codes should be regularly maintained and modified.
Remove dead files from the index.
Maintain a records disposal register detailing removed records, the date, and authorizing party.
Computer systems should be checked and purged of inactive files.

Inactive or Dead Files

Identify, record, and store dead or inactive files to create space for new ones.
Organizations should have procedures for transferring inactive records from active filing systems to secondary storage at regular intervals.
Some inactive files may be retained for specified periods, like financial records requiring seven years.
Some records, usually of historic value, are retained indefinitely as archive files.
Some inactive files can be destroyed by shredding for confidential files or recycling.
Dead files should be removed from the file index, and the records disposal register should be updated.

Electronic File Management Procedures

All staff need to understand electronic file management procedures.
These procedures include naming files and using folders (directories).
Companies using electronic records may need to be able to produce hard copies for some agencies when required.

Paper-Based Files

Most organizations have filing practices in place to monitor the movement of paper-based files.
Use a File Movement Register to track file name, number, borrower, date borrowed, and date returned.
File Movement Markers, like an “outcard” or a note in an electronic system, indicate the borrower's details and borrowing date.
Some organizations use barcode borrowing systems or passing slips to track file movements.
Cross-referencing files is essential if a file can be located in multiple locations.
Good filing practices include:
- Setting aside time for filing.
- Removing potential damage-causing items like paper clips or pins.
- Mending damage before filing.
- Attaching small documents to A4 sheets before filing.
- Establishing new files instead of overfilling existing ones.
- Avoiding the use of plastic covers.
- Returning files to the system promptly.
- Paying attention to Work Health and Safety issues, such as closing cabinet drawers, using trolleys for heavy items, using a ladder for high files, and storing files safely.

Classifying Files

Common file classification methods include alphabetic, numeric, alpha-numeric, geographic, subject, keyword, and chronological.
The alphabetical system is the most common, organizing by customer or business name.

Key Terms and Concepts

Archive files: Records preserved due to their research or historical value.
Collate: Assembling document pages in the correct order.
Computerized filing system: Utilizing computers to store data, such as backup correspondence, database files.
Confidentiality: Protecting the privacy and security of information.
Creditor: A person or entity to whom money is owed.
Dead files: Closed files that must be retained for a specific duration, often due to legal requirements, such as financial records.
Debtor: A person or entity who owes money.
Dispatch: Sending off, for example, mailing correspondence.
Electronic filing system: Electronic storage of data through computers, servers, cloud storage, or removal devices.
Filing system: A method of storing and readily accessing business information.
Forecasts: Predictions about future trends or events.
Inactive files: Files containing information no longer in use but potentially useful in the future.
Modify Information: Making changes to information, such as updating, reformatting, adding, or deleting.
Insurance: Protection against risk or harm.
Invoice: A detailed bill or account for goods or services.
Manual filing system: A paper-based filing system for documents like letters, forms, contracts, and journals.
Meeting minutes: An official written record of meeting proceedings.
Personnel: Staff or employees of an organization.
Reference and index systems: Methods for locating files within a filing system, such as card indexes, databases of file numbers, or paper indexes of keywords.
Relocation (of files): Moving files to another location for efficiency.
Sales records: Records of sales transactions, including sales reports, invoices, budgets, and forecasts.
Secondary storage: An alternate or backup location for files.
Security of information: Maintaining strict confidentiality of information through appropriate handling and storage practices.
Supplier: A provider of goods or services.
Targets: Goals to be achieved.
Time frame: A specified duration for completing a task or action.
Update: To make information current.

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Description

This quiz covers essential techniques for establishing new files, updating reference and index systems, and managing inactive or dead files. Gain insights into proper filing procedures and the importance of maintaining an organized filing system. Explore how to ensure your records are up to date and efficiently stored.