Efficient Filing Systems: Paper and Digital Files
Paper files= Archivos
The wastepaper can will be the final destination for many paper documents, but others need to be saved. Vocabulary: Retrieve= recuperar, comply=cumplir, control=controlar
Equipment For Storing Paper Files: Equipos para almacenar archivos en papel
Hanging file cabinet with two drawers: archivador, Desktop file/folder holder: carpetas de escritorio, Hanging files: archivos colgantes, Folders: carpetas, File/folder tab with label for file name: carpeta con etiqueta para el nombre, Filing tray: bandeja de archivos.
Organization of paper files: Orden
In case of doubt, alphabetical classification should be adopted.
Alphabetical order
This system works well if you want to classify documents according to the first letter principal. If you have two customers that start with the same letter you use the first and second letters. If the first two letters are the same, file by the first, second and third and so.
A and D of ordering alphabetically:
It will depend on the volume of documentation that a company has. Alphabetical order can be inefficient when there are a large number of documents and different people in charge of the files.
Numerical order
In general, the records are ordered from the lowest to the highest number. Subsections within a file can be entered by adding a decimal point: 600.1
Alphanumeric order
Alphabetical divisions are assigned to different topics and the subdivisions are determined by the number of categories. This system also requires the creation of an index.
Geographical order
In the geographic file, the folders are named according to the geographic location. Systems operate from the largest area to the smallest.
A and D of geographical filing:
Groups are easy to identify, staff don’t need to create an index. It is not suitable for large filing systems, if the company has a large portfolio of international clients, the staff must have considerable geographical knowledge.
Subject order
The Encyclopedia System: Records are stored under major subject names.
Dictionary system: Topics are not grouped. They are ordered in alphabetical order.
A and D of subject filing:
It is simple to use, It is easy to add to by adding subdivisions of subjects, It is easy to understand and the retrieval of documents is not complicated. It requires the use of a subject index, the same document may be related to several subjects.
Chronological order
This system orders the documents by date of receipt or action.Year, month, and day.
A and D of chronological order:
It is easy to organize, it is easy to take out, it is possible to introduce new documents without use the order of previous documents. It is necessary to know the dates to find a document, the location of documents can take a long time.
Filing systems: concept, objectives and criteria: Sistemas de archivo
To comply with legal requirements: Companies need to keep certain types of documents and to have security measures in place to protect confidential records.
How to store paper files: Cómo almacenar archivos en papel
Paper files: These are stored in folders, boxes, drawers, and cabinets.
Microform files: These are micro-reproductions of documents. Institutions must invest in a specialized scanner to be able to transform original documents into microform formats.
Digital Files: Documents are stored within a computer drive.
Criteria for an efficient filing system at the workplace
How Autonomous Should the Access to Your Paper Files Be?
In a centralized system, documents are kept in one place. This system ensures proper archiving and minimizes errors and duplication.
How Often Do Employees Need Access to the Files?
You can divide your files into three groups: active, semi-active, and inactive documents. Inactive ones contain documents that are no longer in use and can be kept separate.
Filing procedure for paper files: Proceso de presentación de expedientes en papel
Review the documents in the filing tray and decide if they need to be filed. Sort the documents, label the folder tabs and file the document.
Paper filing tips: Consejos para archivar en papel
Decentralised filing systems: If for some reason you need to remove a single document, you should insert a note reminding you where to put the document back.
Centralised filing systems: In order to see a file, the borrower must not forget to fill out a form with their data. When a file is checked out, there should be a card that marks where the file was or was not.
Guarantee covers the replacement of the product if it is defective, at no additional cost.
Warranty covers the repair of an item for a period of time, similar to insurance to be paid.
Record retention guidelines: Pautas de retención de registros
Business documents that affect the rights of third parties must be kept longer.
Business documents that are related to property records, must be kept indefinitely.
There are some documents that must be kept while they are active.
Disposal of paper documents: Eliminación de documentos en papel
Documents containing confidential information should be cut into small strips.
Digital files: archivos digitales: Digital files are documents stored on a computer drive.
Databases: Is information organized in such a way that it can be easily accessed.
Types of Databases
Relational: They contain a collection of data that is structured in tables and columns.
Hierarchical: Data is organized in a tree-like structure.
Data protection: Protección de datos
11.1 Legal Approach Companies need to comply with the legal framework .
11.2 Physical Approach: Access to these rooms must be limited to authorized personnel.
11.3 Security Approach: Protocols must be reviewed regularly.