procedure for record keeping and filing systems

It is important to know what your business' needs are before you set up an easy record keeping system. It is essential that an organisation embarking on a digitisation program has policies and procedures that are documented, based on recognised standards and communicated to relevant staff. Set up your filing system, either alphabetically or using another method. Forecast and prepare for the future 4. Setting Up a Filing System. Establish what not to file. Â. If you haven’t yet converted to a paperless system of storing documents, you can still easily manage a system to keep track of all your records. 3.1.2 Capturing a record is achieved by placing it within a structured filing system, either in a paper-based or electronic record system. usage and allocation of correct reference numbers; and b) compliance with the standard operating procedure and other departmental records The tracer card should be replaced on the front of the file when returning this to Central Registry. Back up any electronic records? In other words, only those boxes that will be stored at Butler require the bar code label. Corporate records can only be disposed of once authorised by the director. Screening of personnel. analyze the item for inclusion in the appropriate record series; analyze the item for inclusion in the appropriate folder; file the item in the front of folder; if a folder does not exist, create a label for a new folder; integrate the folder into the system Returning records to the file. Any record that carries a business risk with it because of its content, or is classified ‘Restricted’ or ‘Highly Confidential’ (refer to Information Classification and Handling Procedures), or contains business decisions, needs to be stored in a compliant recordkeeping system (TRIM, a certified business system, or hard copy file). Record Keeping … Your analysis is now complete - your records inventory reveals the strengths and weaknesses of your record-keeping system. Implement Filing Systems. Critically, while it can be difficult to quantify, a good filing system spares individuals time and energy spent performing after-the-fact records management. Although many of the files we currently create may be electronic, we will always have to cope with paper files. Box file - This is a big file that is used to keep big documents that cannot go into a … Duplicate files should not be opened. We have compiled some steps both for record keepers fresh from college and for those who have been archiving data for decades. Having filing categories for every aspect of your business, from supplies and ordering to human resources and payroll, helps you keep everything organized so your business runs smoothly. Best Practices for Implementing Record-Keeping Management Systems. Implementing change control procedures. Support our day-to-day operations 3. They may … Your accountant and tax preparer need to be able to understand it as well. Record- keeping systems must be secure from unauthorised access, damage and misuse. Please help us continue to provide you with our trusted how-to guides and videos for free by whitelisting wikiHow on your ad blocker. Filing systems also protect patient-identifiable data. Include your email address to get a message when this question is answered. This holds records pertaining to your assets, liabilities, owner's equity, revenue, cost of goods sold, your operating expenses and any miscellaneous income or expenses. implementation of the records classification systems, ensure proper care and custody of records. Knowing these makes it easier for you to set up an accounting system you understand. Administrative controls . {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/e\/ec\/Set-up-an-Easy-Record-Keeping-System-Step-1-Version-2.jpg\/v4-460px-Set-up-an-Easy-Record-Keeping-System-Step-1-Version-2.jpg","bigUrl":"\/images\/thumb\/e\/ec\/Set-up-an-Easy-Record-Keeping-System-Step-1-Version-2.jpg\/aid1327708-v4-728px-Set-up-an-Easy-Record-Keeping-System-Step-1-Version-2.jpg","smallWidth":460,"smallHeight":334,"bigWidth":"728","bigHeight":"529","licensing":"