Welcome to today’s class!!
We are thrilled to have you in our class!!
In today’s Store Management class, we will be learning about Documentation Filing
Filing is a fundamental element of records management, but one thing that is often the problem is that people tend to overlook it.
As students who will later have companies of yours or work in organizations, filing is very important. And one interesting thing to know is that a good filing system is not just about those wearing suits and ties but about our lifestyle too. If you can properly arrange files – such as your certificates, results and even assignments, you will be considered a very coordinated person.
Effective filing systems ensure the systematic preservation of relevant information as well as their efficient retrieval. Using simple folder naming and easy structuring of files can often lead to some distinct advantages. This applies to both physical documents as well as digital.
Let’s consider some benefits of filing
- Better Control
Document control and management in general are aided by effective filing systems. All the incoming and outgoing mail is checked and verified and passed to the recipient for immediate attention where required. This stands true for online storage of documentation also.
Staff at all levels can easily locate and use records properly without any undue delay when a good filing system has been implemented. This leads to many micro savings in time which collectively leads to increased efficiency in operations.
Put simply, an effective filing system protects documents from possible loss or damage. In physical terms this means folders for separation and adequate filing cabinet infrastructure. Digitally this means backed up storage that is adequate in size for the files in question.
- Quick Reference
Simplistic and strategic filing arrangements assist the organization to refer to the relevant documents much faster. Clients and customers don’t relish long waits while you wade through complex folder structures to find the required information.
The business policy can be framed and planning of the project can be done by referring past records by the management, Hence, the documents provide a basis for future planning.
In summary, a good filing system has a positive impact on staff at all levels. but in particular, office and administration staff. Frustration from finding information can be avoided by simple and commonly understood filing structures.
Explain the importance of a good filing system.
Give three examples of documents that can be filed.
Give five implications of not having a proper filing system.
We hope you enjoyed today’s class. In our next class, we will be talking about Chronological Filing
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