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Daily time record statement of the problem sample

Effective analysis requires that a common-sense approach be taken. The goal is to make a new system work, not just look good on paper. Analysis is the process of reviewing all information which has been collected, manipulating that information within the functional and operational requirements of the office, and then drawing conclusions.

The most efficient and economical filing system is one that works well for the office and is easily understood by its users. Very often the simplest method is best. Final factors to bear in mind when establishing a filing system: Primary classification Classification is a tool of analysis. It is a method of sorting information into like groups. Identifying primary classifications within each office and sorting files identified on the inventory into those primary classifications is the first step in the development of a filing system.

Primary classification describes the broadest and most fundamental distinctions to be made between the records of an office. All records are created as the result of functions and responsibilities which reflect purpose, mission, projects, activities, and programs. Administrative files -- document the internal administration and operation of an office Organizational files -- document the relationship of an office with other offices and departments within the University Program files -- document basic activities and programs Case files -- document a specific event, project, person, transaction Just as each office is different, so may their primary file classifications differ.

It is not unusual for administrative and organizational files to fall into the same primary classification. Some offices will have program files but not case files, while for others the reverse may be true. Primary file classifications should be based on the function of the office.

Remember, identifying primary classifications is only a tool.

Understanding Observations

It is not the final goal. Identifying appropriate record series is the second and most important step in developing a filing system.

A record series is a group of records that are created, used and filed as a unit because they relate to a particular subject or function, result from the same activity, or have a particular physical form.

All files must be classified by record series. A paper filing system is managed on the basis of its record series, not by individual folders. Examples of common record series are: Retention schedules A major consideration in the development of a filing system is the retention of the records. Record retention periods provide valuable clues for sorting files into the appropriate record series.

Many times records with the same retention will belong to the same record series. Record retention periods are found on a Records Retention Schedule. Retention daily time record statement of the problem sample clearly state how long a record must legally be kept and whether the record is archival. Retention schedules also provide guidelines for moving files to inactive storage and for purging obsolete records. Managing correspondence and email Although correspondence may comprise only a small percentage of the total volume of records, it poses the most problems for many offices.

Correspondence consists of unique documents which are often difficult to classify. Each office may have a different attitude toward how correspondence should be filed and different requirements for retrieving information from the file system. Classically, correspondence has been filed in chronological order.

What is an 'Income Statement'

Retrieval depended on remembering the date of receipt or of transmittal. For many people this is very difficult. Information is rarely retrieved on the basis of occurrence. Email is similar to correspondence in many ways. Emails are sent or received based on date and time, not on content. This is one of the characteristics that make email so difficult to manage.

Each email is different than the one sent before and will be different than the email sent after. Managing emails by date is rarely effective. Like correspondence, it is much easier to manage emails based on content or creator. Information is most commonly retrieved on the basis of content or creator. It is, therefore, most logical to file correspondence or email either by subject with related information ; by creator; by department from which it is received; or by department to which it is directed.

It must be kept in mind that each office function is different, and it is necessary to tailor the management of correspondence files and email to respond to individual requirements. Some offices, as a cross-reference, find it useful to file a second copy of outgoing correspondence chronologically. When following this practice, it is important to remember that this second set of correspondence is a duplicate and can be destroyed at any time.

Correspondence may be filed in paper format or kept electronically. The goal is to standardize official format. Either all correspondence within a specific record series is printed, or all correspondence within that series is maintained electronically. If maintained electronically, email should be moved from the inbox and sent mailbox into appropriately labeled folders.

  • The goal is to standardize official format;
  • The non-operating section discloses revenue and expense information about activities not directly tied to a company's regular operations;
  • Extensive cross-referencing usually becomes necessary;
  • It is a method of sorting information into like groups;
  • Obsolete records should be purged on a regular basis.

These folder titles should match the titles used in the paper filing system. Records which have reached the end of their retention period and are not archival can be considered obsolete. Obsolete records should be purged on a regular basis.

Files Management Planning

Purging serves several purposes: Completing the analysis Once the analysis is complete, a filing system can be developed. A filing system should be developed on paper before it is physically implemented. Folders should be sorted, on paper, into the appropriate primary classification.

Within each primary classification folders are sorted, on paper, into record series.

  • Managing emails by date is rarely effective;
  • The date of occurrence is rarely the basis for retrieval of information;
  • Purging serves several purposes:

There are always some records that don't fit neatly into a record series. Neither should be included in the filing system. Materials without a specific retention period can be destroyed or should be managed separately. Unsolicited material can be destroyed. In the case of electronic records - word processing or email - the records can be saved to a directory which would be the electronic equivalent of sorting the files into primary classifications.

Within each directory files can be sorted into folders which would be the same as sorting paper files into record series. Arrangement Within each individual record series, files are arranged in an order best suited for rapid retrieval and disposition.

Examples of Observation

A feature or characteristic of the record series is chosen as the basis for the arrangement. This feature is most easily identified by determining how various types of records are requested. Features may include subject, a name associated with the record, a number which identifies the record, a title.

It is best to use an existing feature rather than creating something arbitrary. The most common arrangements are: Alphabetic --arranging records in alphabetical order is most helpful when records are retrieved by name or topic. However, it must be remembered that even the simplest alphabetic system requires establishing consistent and uniform filing standards. As the record series grows, the subjects must become more specific.

Extensive cross-referencing usually becomes necessary. Alphabetic files can be arranged in two ways: Dictionary order -- each subject is provided its own folder. Encyclopedic order -- subjects are grouped into major headings.

Individual folders are filed in alphabetical order behind each heading. Chronological -- a chronological system is most useful for records that are created and monitored on a daily basis. Folders are arranged by sequential date order. It is, however, recommended that chronological filing be avoided.

Retrieval can be slow and difficult as few people tend to remember dates accurately. The date of occurrence is rarely the basis for retrieval of information. Geographical -- information is arranged alphabetically by geographical of place name. Numerical -- numerical files are most easily managed through the following systems: Serial number -- used for files which have a preprinted number.

Works best for records that are assigned a number on creation, e. Digit filing -- uses daily time record statement of the problem sample applied number to identify folders, e. Works best for record series containing large numbers of records. Centralized filing systems Centralized filing places all records series in one central location in an office. It is most useful when the majority of individuals within an office require access to a majority of the files.

In a centralized file system: It is most useful when only one individual requires access to a specific record series. In this case, it works only if the creator of the files is the only user of the files. In a decentralized file system: The majority of the record series may be filed centrally, while a specific record series is located near its primary user.

Income Statement

A centralized system should not be imposed on records accessed by one individual, nor should individuals within an office have to routinely search several physical locations to find the record they need. Remember, filing systems should reflect the function and organization of an office. Implement System There is no easy way to implement a new filing system.