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How to Organize and Maintain Files and Records
Developing a system to find everything easily and find it again
...FAST!
How much time do your
employees waste trying to find "lost" documents? Is there anything more
frustrating than hearing someone in your organization say on a regular
basis, "I know it's here someplace"?
Maintaining files
and records is extremely important to any organization, yet frequently
there is no professional system set in place to do so! Our practical
one-day seminar will help your organization upgrade and maintain the
integrity of its filing systems, before trouble occurs!
In this
fast-moving seminar, participants learn how to:
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Develop a
step-by-step cross-referencing system that leaves a well-marked
trail for every piece of information they file. |
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Implement
a fail-safe checkout system that prevents others from mishandling
borrowed files. |
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Develop dozens
of new methods for electronic information and paperless filing.
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Rid
themselves of unneeded information — the automatic discard system makes it
easy and worry-free. |
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Reduce the
volume of paper in their office |
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Create a
user-friendly library (and get rid of those extra publications
in their space!) |
 Who will benefit:
Those in your organization
who are responsible for the safe storage and retrieval of data, from
managers and supervisors to file clerks or records retention specialists.
How we
present this material:
The
on-site setting provides
the perfect setting for true learning to take place. Instructor-led discussions
and activities concern themselves with your organization's realities
— no one else's. Participants can share tips and techniques
specific to their environment, making the training personal and meaningful
for them and for you!
Key learning
points:
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Learn 4 clever
tips for quick file retrieval that will enable you to locate any
file in seconds! |
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5 major benefits
of cross-referencing: save time and lower stress! |
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4 major
classifications of filing systems: which one works for you? |
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Computers
vs. paper? Find out the advantages and disadvantages of each! |
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10 Hot Tips
for finding missing files! |
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The equipment
question: Do you have the right stuff for your stuff? |
As a result of this
training:
Participants will
understand the concepts of records organization and maintenance, and
how to make them work effectively. They'll boost their productivity
because they'll spend less time searching for lost data.
Program Overview
Assessing Your
Current System
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A 16-point
filing system audit to determine the status of your current "system"
(if you even have one!) |
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2 important
questions you must answer to create a meaningful system |
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A filing
inventory: Where are their files and what's in them? |
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So many documents,
so little time: What are participants responsible for? |
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Understand
the 4 different file classifications, and learn which to focus
on first! |
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Learn the
5 factors to consider in determining retention. |
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Can you afford
to throw anything away? Our 4-point discard system will help you
make the decision without worrying! |
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5 ways to
reduce the volume of stored and filed material (also reduces stress!) |
Selecting the Right
System
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4 primary
filing systems: Which one might work best and why? |
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The ABCs
of alphabetizing-it's not as easy as it looks! Learn the 25 rules
that cover all possibilities |
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Filing is
a two-way communication: Put it in, take it out! 3 quick and easy
ways to retrieve files. |
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6
fail-safe rules for file security everyone must know and implement! |
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Computer
issues: How to handle the "paperless" office. |
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Backing up
files: disk vs. cassette vs. Zip drive vs. microfiche |
Implementing A System
That Works
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Choose the
right equipment and supplies: folders, cabinets, etc. |
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Learn the
3 reasons to use color when creating filing systems |
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Are the
documents secure? Determine the level of security each type of
document requires with our 9-point grid. |
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Centralize
or decentralize? Each works, but what is best for you? |
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Learn why
and how to create a records management manual. |
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5 key ways
to train others to work within the system. |
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A 13-point
system to create a meaningful "Dump Day" to get rid of outdated
data. |
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Creating
a library eliminates a lot of clutter! Follow our 10-step plan
to success! |
Maintaining The
System
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6 steps
to an effective
checkout system — critical if anyone shares files!
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Build positive
records management habits by using our guidelines |
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How long
should each type of document be kept? A week? Forever? Review
the suggested retention schedule to be sure. |
 Back
to the "Corporate Seminar" Index
Contact
us and bring this Seminar to your organization
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