Filing and record keeping

Filing and record keeping

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  MINISTRY OF JUSTICE INTRODUCTION TO FILING AND RECORD KEEPING TRAINING June 21, 2010
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  OBJECTIVES Tohelp participants understand the importance of good filing and record keeping for their institutions To help participants improve filing and record keeping of their institutions by setting up an effective administration system
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  CONTENTS WHYFILING AND RECORD KEEPING? TYPES OF DOCUMENTS NOTES TO CONSIDER IN SETTING UP FILING AND RECORD KEEPING IMPROVING FILING AND RECORD KEEPING
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  1. WHY FILINGAND RECORD KEEPING? It is the first step of setting up a solid administrative system it makes finding organizational documents easy it ensures organizational documents are accounted for and not lost the information on what is going on in the organization becomes much more accessible It makes reporting easy
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  2. TYPES OFDOCUMENTS 2.1. Administrative documents 2.2. Finance documents 2.3. Organizational documents 2.4. Project documents 2.5. Correspondence
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  2.1. Administrative documents Fixed assets and inventory: All forms that tell what inventory and fixed assets you have and where they are will be kept in this sub file. Vehicle: If you have a vehicle, then all of its documents will be kept here. Payroll and personnel: All of the documents that are relating to the employees of your organization will be kept in this sub file.
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  2.2. Finance documents Budget Procurement Cash management Cash advance Petty cash Financial reports Bank accounts Financial audits Financial monitoring
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  2.3. Organizational documentsEstablishing decree Governing body Registration certificate Strategic plan Meeting minutes News paper articles
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  2.4. Project documentsProject proposals Completed projects Ongoing projects Future projects
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  2.5. CORRESPONDENCE Correspondence with other government agencies Correspondence with funding agencies Correspondence with project partners Correspondence with NGOs
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  3. NOTES TOCONSIDER Make sure that files are located in the most logical place. For example, keep all files in the same shelf or cabinet, or keep all administrative records in the Administrator’s office and project files with the project managers. If the files are overcrowded, look at their contents and throw away irrelevant, duplicate, or unimportant papers. Or keep the old files separate from the current ones. Every January, new files can be moved into the old files, starting with empty files for the year.
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  NOTES TO CONSIDER……..If the names of the files do not really show what is inside them, then check their contents and either rename the file, move the papers that are not similar and start another file for them, or re-file the papers inside to the correct files. If the files are numbered, it is useful to prepare an index to hang on the wall or filing cabinet to make finding files faster. When redesigning a filing system, it may be a good time to look at the record keeping system and decide if the organisation should be keeping more records.
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  4. IMPROVING FILINGAND RECORDKEEPING Following are the four main ways to file which make easy to find documents: Filing by date (Chronological order) Filing by topic Filing by letters (Alphabetical order) Filing by numbers (Numerical order)
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  4.1. FILING BYDATE Filing by date means that you put documents in order by their date. When filing by date, first compare the year of the two documents. If they are from the same year, then look at their months and put the earlier month first. If they are from the same month and year, then compare their dates and arrange them with the older document coming first.
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  4.2. FILING BYTOPIC Filing by topic (or subject) is when you group documents by their content. For example, all of the correspondence is grouped together in one file and the financial receipts are placed in another file. The items in the file can also be filed in another order. For example, the correspondence could be put in chronological order and the receipts in numerical order.
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  4.3. FILINGBY LETTERS Filing in alphabetical order means putting items in order by the first letter of their name. The documents starting with A go first, followed by those starting with B, and so on until Z. If two documents start with the same letter, then look at the second letter. For example, when filing procurement and policies compare the first letter (both p), and then the second letter (r or o). Since o is before r, file policies before procurement. If the second letter is the same, then compare the third letters, and so on.
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  4.4. FILING BYNUMBERS Filing by number is filing documents or files by their number. It means putting the low numbers before the high numbers. These numbers could be reference numbers on documents, or numbers of files. Remember to look at all of the digits in a number.
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  FILING BY NUMBERS…… Although it is easy to see that 4 comes before 8, check carefully when filing 12.08 and 12.1. First compare the numbers on the left of the decimal point, and then look at the numbers after it from left to right (12.08 should be before 12.1).
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  THANKS FOR YOURATTENTION