Give everyone a copy of the whole filing key. Put it on the filing cabinet and also put a key for each drawer on the front of the drawers. Make sure it is laid out so that everyone can understand it. Write up a filing key by listing all the categories and sub-categories in the order they are filed in. Once you have decided on your categories, you will have to draw up a filing index so that everyone can understand the system you used and find the information they want. It should not be difficult for anyone to decide in which category they are likely to find the information they need. Make sure you don't have too many categories. Should we break up a category into two categories? What sub-categories do we need? Do we need to have alphabetical files within a category?
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Look at your list critically: Ask yourself: Can we combine any categories?. Sort all your documents out into piles that you think belong together.Ĥ. In your funders category you will have a sub-category for each major funder and you will sometimes have to file a letter from a funder in that funder's file as well as in your fundraising correspondence file.ġ. For example you may have a category for "funders" and for "correspondence". Some documents may have to filed in two places to make it easier to access the information.
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What files are used and how are they used?Ĭlip folders - they are used for documents that need to be taken out very often they hold documents tightly so that they do not fall out.įolders - paper or cardboard folders are used to keep loose documents together. Register - It is used to record files taken out and files returnedįiling shelves - It is used to file box filesīox file - This is a big file that is used to keep big documents that cannot go into a filing cabinet. Steel Cabinet - It is used to keep big files that need to be locked upĭate Stamp - It is used to date stamp documents that are received on daily basis so that they are filed in chronological order and so we have a record of when we received the document Equipment used for filingįiling Cabinet - It is used to keep flat files and suspension or hanging files In a small or less busy office you could file once or twice a week. In very busy organisations filing is done at least every day and usually first thing in the morning. These can be letters, memos, reports, financial records, policy documents, etc. We also file records of all our organisational activities. We file documents that are sent to us by other people or organisations. Everyone who needs to use documents should know where to get them. If these documents are not cared for, we cannot account for all our organisational activities.
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We need to keep these documents for future reference. We receive and send out documents on different subjects. It is always a pleasure when someone looks for something and is able to find it without difficulties. It also helps all people who should be able to access information to do so easily. It helps you to be organised, systematic, efficient and transparent. Documents that are cared for will not easily tear, get lost or dirty.Ī filing system is the central record-keeping system for an organisation. Why should Organizations have a good filing systemįiling means keeping documents in a safe place and being able to find them easily and quickly.