How to Manage Your Files and Records Template

This how to manage your files and records template has 3 pages and is a MS Word file type listed under our business plan kit documents.

Sample of our how to manage your files and records template:

Filing and Records Management Standard Operating Procedure Department: Administration Purpose: The purpose of this Standard Operating Procedure document is to help your business create and implement proper filing and record management procedures that will protect the documents you create. Your physical records are a vital aspect of your business and there are specific regulations that govern the storage of your company's physical documentation and electronic records. Frequency: When needed Scope: This guideline for your record custodians will cover the safe and secure storage and regular filing of your company records so that you can access them rapidly when you need to. It will also cover the various aspects of a good filing system so that you can implement these principles in your company. Filing and Record-Keeping Procedures -- Key Points to Remember About Your Documentation: Your filing system is the only way you will be able to access your company documentation quickly and effectively. The record-keeping for each department should be handled by an appointed person so that you can create a standard of filing and record-keeping principles. These appointed personnel should file all the correspondence with other companies, suppliers, and clients in a systemized manner - most often in alphabetical order flowing chronologically from oldest to most recent. The filing of records should be done at least once a week to keep your filing up to date and reduce the paper in your office space. Procedure: Follow this simple guide to creating an easy to use and streamlined filing system for your physical and digital records. The steps start by identifying the basics of filing and then giving you examples of systems and processes for filing as well as storage systems etc. Equipment and Stationery: Filing Cabinets - Cabinets come in various shapes and sizes to accommodate the different file types available. Date Stamps - To record the date of receipt of the documentation. File Register - To keep track of who and where the file is being used. File types - Box files, Lever Arch Files, hanging files. Filing Methodologies: You can use any of the following methodologies or categories to file your records depending on your company and business interests. Subject/Category Alphabetical order Numbers/Numerical order Places/Geographical order Dates/Chronological order Setting up your Filing system: Whether you have a filing system or not you can use this guide to ensure that your filing system is centralized and systematized to streamline your access and retrieval of information. Create a central filing categorization so that all your departments have the same filing system which will make it easier for different departments like legal and sales, to find documents they need. This list of categories must be communicated to all employees, especially the record custodians so that they can manage the document flow throughout the company. Create a filing key that will guide your employees on the naming of files as they file for easy retrieval and storage