Efficient Filing System Basics
Aaron T. Parker
Purpose
File management ensures that records relating
to a specific activity or subject are securely and
consistently maintained together in one file.
This enables effective decision making and also
ensures that the sequence of actions can be
reconstructed, that is what happened, when,
who did it, why.
Purpose
Filing involves
• Arranging records according to a simple,
logical system
• Placing records in a storage container in
correct sequence
• Retrieving the records so that they can be
used
Purpose
Good Filing Systems
• contain complete and comprehensive files thereby
enabling effective decision making
• provide integrity and continuity regardless of changes
in personnel
• facilitate protection and preservation of records
• provide low cost and efficient maintenance of records
• reduce the possibility of misfiling and reduce
duplication
• mean less time spent searching for files and documents
Purpose
Efficiency Effectiveness
• Reduce Time • Better Information
• Reduce Space • Better Decision-Making
• Better Services
The goal is reducing resources and making you
more effective at your job by providing better
information for better decision-making and
services.
Collection
Record Types
• Institutional records
• Administrative records
• Academic Dept. records
• Faculty records
• Student/Alumni records
• School Publications
• Theses and Dissertation
Collection
• Physical Records
• Scan
– Xerox
• .pdf or searchable
– Neat Scanner
– Picture to .pdf programs and applications (phone,
tablet, computer)
– Adobe Acrobat Reader Pro
– Wondershare software
• Direct Electronic Entry
• Indexing/Directory
Process
• Data in • Data out
– Data is arranged and – Data is retrieved from
stored storage
Arranging
Naming, Sorting, & Coding
• Numeric • Form
– Case Files – Minutes
– Transactions – Reports
• Alphabetical – Invoice
– People – Receipt
• Function • Date
– Job Description/Evaluation – YYYY-MM-DD format
– Mission • Subject
– Purpose • Geographic
– Program/Project/Activity • Combinations/Nesting
Arranging
Naming, Sorting, & Coding
Numeric Alpha Alpha Numeric Subject Numeric
Personnel 100 A 2014.02.Par PER-1
Employment 20150214 Aa 2014.Par.1123 FAC114-15
Recruitment 2-1 AaA JA019-15 REC.JA019.15.001
Appointment 1-2-3 AAa B.4 APP-JA019.15.002
Promotion 4.1 PFa 2015.Aa.1981 PRO-AAD157.2014
Math 4.2.6 MF M085.201510 MA108.2015.1234
Advising 2014.02 V-F Vrob- Adv-RobA-
201510.1144 2015.Par.1234
Storage
• Physical Files • Electronic
– Single or partitioned – Dropbox
folders – Google Drive
– Microsoft OneDrive
– Copy
Retrieval
• Search by File System
– naming, sorting, & coding
• Windows Searching
– Only for E-filing
• Index/Directory
– Works for both electronic and physical filing
Retrieval
Windows Search
• Detail View • Date:
– You can sort by columns – Date Modified:
• Kind: • Name:
– general groupings of file • Modifiers:
types (e.g. documents, – ~< begins with
pictures, email, folder,
movie, video) – “” or = exact
– ~= contains
• Type:
– * wildcard
– specific file type (e.g.
.doc or .docx) – <> “not” or “outside”
Retrieval
Index/Directory
What?
• A Cheat Sheet to search
Why?
• “I know I sent/did it last week.”
• “Their first name started with XXX, male, and
they took MA095 this spring.”
• A teacher trying to assess instruction with
multiple criteria
Retrieval
Index/Directory
Last Name First Name Sex Semester Course Grade
Jones Victor M 201510 MA085 P
Cruz Jesse M 201510 MA095 Z
Manibusan Jessica F 201510 MA085 Z
Blas Kimberly F 201510 MA085 F
Quinata Rosa F 201510 MA085 Z
Rojas Joseph M 201510 MA085 W
Perez Carmen F 201480 MA085 Z
Retrieval
Index/Directory
Last Name First Name Sex Department Start Date FT/PT Position
Jones Victor M MA 20150412 PT Faculty
Cruz Jesse M MA 20150212 FT Coordinator
Manibusan Jessica F EN 20150123 FT Faculty
Blas Kimberly F EN 20140621 FT Faculty
Quinata Rosa F MA 20141130 PT Faculty
Rojas Joseph M EN 20040504 FT Specialist
Perez Carmen F EN 20010101 PT Planner
