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how to maintain files and records in office pdf

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

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