Filing Systems's

System
System Posts: 100,534 🤖 Admin 🤖
edited 10:24AM in AAT student discussion
Can anyone help me on this question please?

* What makes an efficient filing system?

Describe at least four criteria by which you would distinguish a good system from a poor one.

Thanks - i'm having a brain block - if anyone could un-lock me, i'd be very greatful.

Comments

  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Sarah.

    What do YOU think makes a good filing system?

    Do you think it's a good idea to throw papers in a drawer in any old order, for example.

    Scott.
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Hi

    Well an efficient system needs to be easy to use, so it should be filed according to the types of items in it, ie

    Alphabetically for Purchase Invoices
    Chronologically for Sales Invoices

    You can also file items geographically and numerically.

    A good one would be easy to use, up-to-date, accurate and clutter free!!

    Hope this is of some help.

    Tracy
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Or, let Tracy do your work for you ;-)

    Scott.
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    thanks Tracy, You see i couldn't get my head round exactly what they were asking me.

    I'd answered alphabetically and chronologically, and i knew there were four, but couldn't think for the life of me, the other two.

    Thanks very much - :lol:
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Scotty, you are getting as bad as me :lol:

    Claudia
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's
    Scotty, you are getting as bad as me

    Surely not possible.... :wink:
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Hi there,
    How about security with your filing system, ability to archive previous years ......
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Possibly essential for safety of documents going to archive but not filing system efficiency, but keeping a manual record of what was sent to archive and giving each archived box a description and unique reference would be useful if the company needed to retrieve a certain document.

    Love the hedgehog by the way!
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    indexed
    secure
    up to date
    accurate

    last ones a bit dodgy I was struggling.
  • System
    System Posts: 100,534 🤖 Admin 🤖
    Re:Filing Systems's

    Expanding lincs post a little, think of how libraries and music/video shops operate some of the best filing systems there are. We take them for granted, but always expect them to be;

    1) Indexed; all the A books are grouped together, all the B's, all the C's etc...

    2) Organised; no good sorting the books together alphabetically and then placing the groups themselves in the wrong order so we can't logically find them i.e. placing the D books next to the Z books, the M books next to the C books etc...

    3) Relevant; masses of paper take up masses of space. Only keep what is contemporary, necessary and legally required. Do we really need every single book ever written just for the sake of keeping it? There won't be the space and bear in mind that space often costs!! If it's not required in one way or another anymore, then you don't need to store it.

    4) Secure; safe from potential risks such as theft, fire or flood. (For electronic filing systems, regular and multiple back ups should be taken and stored off-site).

    5) Topical; a music or video store will also usually file by genre so people interested in that style can quickly find what they are looking for...

    Regards,

    Robert


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