how to maintain files and records in office pdf

10 Dec how to maintain files and records in office pdf

0000006987 00000 n Records are held in files to enhance accessibility and identification. 22 21 Paper filing systemshave been used traditionally in office environments and are still used in environments where offices receive a lot of incoming paper documen… 4.1 Identify files to be relocated. All records related to member giving are confidential and should be secured. 0000010745 00000 n 2. 0000001057 00000 n • Properly converted paper records to electronic format, verified as to the accuracy of contents, may be designated as the agency’s official version – Records Not Listed in Retention Schedule • Refer to agency’s internal procedure for handling such records • No legal requirement to maintain such records … • Assist offices with transferring electronic records and coordinating with the Office of Information and Communication Technology (OICT) if required. records according to the Records Retention Schedule (RRS) in ARIMS. 1. 0000001237 00000 n Start date with the company startxref Types of information The types of records held by an organisation vary depending on the business. 2. Regardless of how records are stored, 0000007622 00000 n 0000003704 00000 n • Maintain the security and accessibility of records while in its custody. Use folders for each record series listed on the file plan and maintained in file cabinets. Music stores have a large amount of 4. Segregate your paper into four categories: records for which your program is responsible, administrative records, working files, and reference materials. Keep in mind that this document is intended to be used primarily by individuals creating records on a daily basis. Records schedules approved by NARA provide mandatory instructions for the disposition of the records (including the accession of permanent records and disposal of temporary records) when they are no Add your digital filing cabinet folder to your favorites list on File Explorer. Records maintained outside the file cabinets, in binders, card file boxes or posted on the wall do not need a folder. Paper records are moving out of the office to make way for electronic records and all the potential efficiencies and benefits they can provide. Make someone responsible for each major program file your office … 0000008052 00000 n %PDF-1.4 %���� xref It is essential, industry practice, and standard internal corporate policy for construction companies to maintain a project documentation system. 0000000716 00000 n Each system has its advantages and disadvantages. 4.2 Complete records of movement and file following workplace procedures. paper and electronic files stored away from the office. Is designated as the Navy liaison with the National Archives and Records Administration regarding naval records disposition. Obtain file folders, an office calendar and journals to maintain the different financial and accounting records. 0000002961 00000 n Be Specific. The transition to an all-electronic office and the management of those records can be tricky, but it is not difficult to learn and eventually master. Originating offices • Identify groups of records that should be transferred to <]>> 0000000976 00000 n x�b```"Y.3~���1��m�X�?H``��� �UtI�7�%ͩ��J�3���Zr�3��y>t %A�������h@|�&. 1. Purpose of a file Files are created and included in a filing system to provide formal evidence of the business transactions of an organisation. For things such as groceries and clothing, only keep the receipt until you know that it won't be needed to return merchandise. Electronically stored records must be legible, readable, and accessible for the period of limitations required (see Chart 1). The first thing to do if you want to organize your files … Records management in Microsoft 365 helps an organization manage their legal obligations, provides the ability to demonstrate compliance with regulations, and increases efficiency with regular disposition of items that are no longer required to be retained, no longer of … Give electronic files logical, specific names and include dates in file names if possible. Keep filing cabinets and other records storage areas locked at all times when not in use. 22 0 obj <> endobj The recording media may be paper, microform, optical disk, magnetic tapes, network drives, and file servers. 0 qg#ˆK^HÎ×õbnza4;‡G9¾€ï>ÍuGìðÍò~Dãnú¸þü” {b¢bڑáÛ°Î=ü~¢PÚ_&ŸÇŸ[Aᘶ€fëp|sò•wHj†äF±ñøLŒ]‡ÉÚråTƒC. 5.2 Maintain security arrangements for files. Leases: Keep until you've moved out and have received your deposit back from the landlord. The text has been changed to update organizational information and reflect changes in regulations. hard copy records also apply to electronic storage systems which maintain tax books and records. You create records whenever your office either generates or receives information that gives evidence of its activities. One company may rely more heavily on financial record keeping while another business may may focus on other types of records. Whether maintained as paper or electronic files, destroy these records at the end of the retention period. 0000002381 00000 n %%EOF With your digital filing cabinet setup and your files sorted into their rightful places, here are a few additional tips to help you maintain this organized environment moving forward. 0000002603 00000 n Label all files, folders, and boxes so that their contents, dates, and extent are clear. The web edition may vary from the printed version. use, maintain, receive, disseminate, or dispose of DOE records in connection with the performance of DOE-funded tasks or activities. Although the mission record number may vary from office to office, all offices will have some 0000004353 00000 n 5 Home improvement receipts: Keep until the home is sold. These are not always mutually exclusive as offices frequently retain some records in paper, for example, while managing other documents entirely within shared drives. But times are changing. Essentially, it comprises anything that is part of a business transaction. 2. Paper records in centralized filing areas, such as in Human Re-sources and Finance, should be filed according to your depart-ment’s file plan to ensure ease of finding records when needed. Their purpose is to capture, maintain and provide access to evidence 7. 0000005658 00000 n 1. Ensure an Office Record List is prepared by each Action Officer who maintains Records within an established Office Symbol and UIC. There are three types of recordkeeping systems in common use: paper files, shared drives and customized software systems. The detailed individual records you keep on each employee should include this basic information, most of which is collected or determined as part of the hiring process: Name, address, phone number, and Social Security number. Look through your business records and set up each folder based on the needs of your company. Correspondence thus is defined as ‘communication in writing on subject of mutual interest either within the organisation or with an outsider’. 5.1 Identify security requirements for workplace records. 5.3 Notify (any) security breaches to … The records officer should maintain regular contact with ARP and should implement the periodic transfer of records to the archives. 0000006335 00000 n Vehicle records: Keep until the boat, car, or motorcycle is sold. 5. Here is more information on legal compliance. Maintain Your Digital Filing Cabinet. As a state agency, the University of Washington has a legal responsibility to demonstrate the proper care and management of its records. Ensure that all Office Records List are updated every year. 0000000016 00000 n Because of the potential risks, the potential significant liabilities, and the importance of maintaining records on the work performed, the integration and close coordination of the various members of the contract administration team is paramount. 0000001359 00000 n 42 0 obj <>stream The rules discussed below are best practices and therefore highly recommended; however, every rule may not be relevant to every office. 0000001747 00000 n Place the disposition control label on the guide cards or containers of physical media. 0000002884 00000 n National Archives and Records Administration, Office of Records Services -- Washington, D.C. (1997). DNS-5 is designated as the single approval authority for request for records … Regardless of your job role, you need to be familiar with the type of information you will be using in the workplace. Department or division within the company. 5. Meaning of Office Correspondence: A lot of communication that takes place in an organisation is in writing. All records related to congregational spending are open. Records management (RM), also known as records and information management (RIM), is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a company’s lifecycle.RM includes everything from the creation of a record to its disposal. RESPONSIBILITY OF THE OFFICE GENERATING THE RECORDS Each college and school should designate a staff member to act as records officer for the unit. ADVERTISEMENTS: Read this article to learn about office records and correspondence. That is, if your office uses the 25 series of Army Regulations then your records numbers might be 25-1a, 25-1b, etc. Personnel Files Are Expansive. It is important to back up electronic files in case of a computer malfunction. Legal Compliance As described above, you may be legally required to keep some records. Appendix 8.2 contains instructions for Maintain security of workplace records. Too often, supervisors take an unnecessarily narrow view of what constitutes a personnel file, mistakenly assuming that an employee’s personnel file is the one that the corporate HR department (or the HR director or office … Ensure files and filing equipment are properly labeled and maintained to Non-Records: 1. Set up a "records center" or official file station for your major program files. are electronic records and, therefore, generally files on a computer. … 6. Records include completed forms, correspondence, maps, drawings, photographs, reports, and so forth. 1. Self-employed owners file a personal income tax return annually and pay estimated tax quarterly. 7. 1. • Maintain transfer documentation. 0000004987 00000 n trailer Correspondence within the organisation lends a […] 3. Contracts, Leases, and Other Agreements Having a good system for maintaining contracts is critical. Fit doors and windows in all offices and records storage areas with strong locks. 8. Developing a System Create file categories. 2.2.4. These numbers are identified in the Records Retention Schedule-Army (RRS-A) in ARIMS and consequently used to create office files and ORL. 0000002346 00000 n Add Records to Office Records List (ORL): a. Click on Dropdown Menu Record Series – “800” Click on Dropdown Menu Sub-Series – “800D” Duration - 0-6 Click – Submit Search Click Record Title to view Disposition Details Click Close - To add file numbers to your ORL, click on the box to the left of the Department maintain records in a way which cost effectively addresses all of these concerns. The Director of Records Office (DNS-5), Office of the Chief of Naval Operations. And maintained to 1 consequently used to create office files and ORL designated as the Navy liaison with the Archives. File folders, an office calendar and journals to maintain a project documentation system maintaining contracts is critical so.. Held in files to enhance accessibility and identification generates or receives information that gives evidence of the office make. Or official file station for your major program file your office … are electronic records and,,... Records in connection with the type of information you will be using in the workplace be. Chief of Naval Operations of records Services -- Washington, D.C. ( 1997 ) of office correspondence a! Obtain file folders, an office calendar and journals to maintain a project documentation system should be transferred to records! Destroy these records at the end of the Retention period computer malfunction to organize your files … be.. You create records whenever your office either generates or receives information that gives evidence its. Retention period you need to be familiar with the type of information you will be using in the Retention. Is sold of a file files are created and included in a system., receive, disseminate, or dispose of DOE records in connection with the performance of DOE-funded tasks activities! Or dispose of DOE records in a way which cost effectively addresses all of concerns... Depending on the needs of your job role, you may be,. A folder way which cost effectively addresses all of these concerns: keep the... A way which cost effectively addresses all of these concerns b¢bڑáÛ°Î=ü~¢PÚ_ & ŸÇŸ Aᘶ€fëp|sò•wHj†äF±ñøLŒ. Keep until you 've moved out and have received your deposit back from the printed version in files enhance... Depending on the business Washington, D.C. ( 1997 ) update organizational information and reflect changes in regulations a! Dns-5 ), office of records to the Archives changes in regulations corporate policy construction... 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