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Document Management System

filing space
filing space (Photo credit: Wikipedia)

Options for managing document filing and retrieval.

By establishing a consistent system for filing and tracking documents, you will impose a sense of order on your records. This will save you time and ensure that the records you need will be at your fingertips. This works for business or personal filing systems

There are lots of choices when it comes to filing documents. No single system suits all types of records. It is important to match the system you choose to the particular types of records (financial, personnel and so on) you are keeping.

Here is an overview of the most popular options:

  • Alphabetical filing is one of the oldest, most commonly used systems. It’s a good method for keeping personnel files, vendor records and customer files. Be sure to develop a universal index and a system of standards that describes how the names should be broken down for filing.
  • Numerical sequence, such as accounting numbers, customer numbers, order numbers. There are several types of numerical filing systems, with the simplest being consecutive. Documents are placed in order according to their assigned number. Experts say numerical systems work best if you have fewer than 10,000 files to manage.
  • Geographical sequence, such as by province: with breakdowns by cities, towns, postal codes, etc.
  • Subject or organizational, such as by department, function or subject activity.
  • Chronological, by years, quarters, months and/or days.
  • Color coded. This coding is generally used in conjunction with one of the above systems to make it even faster and more efficient. For a numerical filing system, for example, you’d use a different coloured file folder for each number from 0 to 9, to speed retrieval and refilling.
  • Hybrid. Companies often use alphabetical or numerical sequencing within geographical, subject or chronological filing systems.
  • Bar codes. Scannable bar codes can speed more than retail checkout lines and inventory tracking. Organizations ranging from doctors’ offices to Fortune 500 companies use them for document tracking. Various bar codes, including the alphanumeric Code 128, are commercially available. Users can invest in equipment and software to generate their own labels or buy labels commercially.
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How to Set Up Your Personal File System

Whether we like it or not, paperless systems are slow reaching mass acceptance. Unless you work for a company that has invested in paperless processes, you likely see loads of paper coming across your desk.

How do you deal with it? You could explore a personal paperless system. However, if that’s not workable for you right now, make sure you have a good filing system in place.

When building you system, consider these factors:

  • Don’t be too logical. It’s your system, and no one else will be using it. It only needs to make sense toyou.
  • Keep it simple. Use a limited number of categories. You may find the these five to be adequate:
    • Projects – files with information related to different projects you are working on.
    • Instant Tasks – folders on little jobs to fill in your time when you have a few minutes. Perhaps low priority letters to be answered, or general interest articles.
    • Self-Development- folders related to training: books, articles, etc.
    • Ideas – items you wish to investigate further to improve your operation.
    • Reference Information – a resource for different things you are involved with. Keep separate folders by topic and refer to them when you need statistics, examples, quotations, etc.
  • Colour code you files. Use colours to highlight priorities within each category to draw attention toyour most important items. This is easily accomplished by using different color highlighters and marking individual folders.
  • Schedule a regular filing time. Keep your filing current so time won’t be wasted searching for an item.
  • Purge! Clean your files periodically to keep the volume of material to an essential minimum. This also will reduce time going through files when you are looking for something.


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