A Basic Approach.  No filing strategy: You create no folders, keeping all emails in the inbox.  Filing system: You use a simple filing scheme based.

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Presentation transcript:

A Basic Approach

 No filing strategy: You create no folders, keeping all s in the inbox.  Filing system: You use a simple filing scheme based on topical areas. In this way, you can incorporate your office’s records retention and disposition schedule.  You use a combination of filing system and usage of inbox to store s.

 Deal with bad electronic filing systems now, the problem will only get worse as more records are created.  Plan ahead--coordinate with paper filing system.  Create a directory tree with primary subjects divided by secondary subjects.  Keep all files together in a central directory/ folder.

 Each folder and each file needs a logical place in the filing structure, so arbitrary decisions are limited.  Filing structures must be easy to understand.  Focus on business processes, not records.  Define activities associated with each business process.  Determine how records are retrieved and accessed.  Use consistent terminology.

While there are no limits to the number of sub-folders that you can create, your filing system may become confusing if you have more than 3 or 4 levels of sub- folders.

 Follow the ABC Rule; use titles that are: Accurate, Brief, and Concise.  Use default application file extensions.  Titles should have only one interpretation.  Avoid repeating the folder name in file name.  Determine subject content when naming.  Use version numbers, if necessary (useful for attachments)  Be consistent with case numbers, dates, upper vs. lower case

 As new projects are started and new records are created the filing system will need to change.  As some folders grow they may get too large and will need to be divided.  Eventually some folders may need to be eliminated or combined with others.  Managing a filing system is an ongoing process.