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File Management System
   
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Should provide clear and simple file categories
Faster filing and retrieval of information
Less time spent on filingDocument Records
Less office space used for filing equipment
Protection of vital records







ASSIGN RESPONSIBILITY

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One individual should be assigned the responsibility for developing and
coordinating the new filing system. This task usually falls to the Records
Coordinator. The Records Coordinator may work in conjunction with the Records
Authority or with a committee established for that purpose. The Records
Coordinator may implement the system or may supervise others in its
implementation. The first step in developing or improving a filing system is to
gain the support of both the administration and the users of the system.
Administrative support legitimizes the project and ensures the cooperation of
all members of the office. Every member of the office must understand the
purpose and scope of the project. Everyone should be involved in the process.
The creator of a record may provide important insight useful during the analysis
of the records. Office members can help determine which features or aspects of
the present system work well and should be retained. Office members can also
help identify specific problems within the present system that must be changed.
Most importantly, involving others in the process makes them more amenable to
using the system once it is implemented.