how to maintain files and records in office pdf

creates the records it needs, and none that it doesn’t. Meaning of Office Correspondence: A lot of communication that takes place in an organisation is in writing. 2. 0000010770 00000 n 0000019388 00000 n paper and electronic files stored away from the office. Contracts, Leases, and Other Agreements Having a good system for maintaining contracts is critical. 0000021651 00000 n 0000074190 00000 n … Appendix 8.2 contains instructions for RECORDS AND FILES MANAGEMENT 1. 0000004583 00000 n National Archives and Records Administration, Office of Records Services -- Washington, D.C. (1997). Types of information The types of records held by an organisation vary depending on the business. For paper files, identification and labeling allows an office to maintain physical control over current files as well as manage growth of new files. Self-employed owners file a personal income tax return annually and pay estimated tax quarterly. The records officer should maintain regular contact with ARP and should implement the periodic transfer of records to the archives. 3. Music stores have a large amount of Paper filing systemshave been used traditionally in office environments and are still used in environments where offices receive a lot of incoming paper documen… 5. Records Management Services, a department of Harvard University Archives, provides guidance to University staff, faculty, and administrators on how to understand their responsibilities for stewarding and managing their records.. �[�,��#��>X|��,�. of misfiles and lost records, which can result in costly searches to locate needed records. There are three types of recordkeeping systems in common use: paper files, shared drives and customized software systems. �u�"b;2\a8�X�p�ɌɈ!�A��Wh�&�/W�g�;�t9�v�@�ݙ�ڻ�V1Xr%Lfhf��]�=�v�O{�/3b�' fUs �� 7�i endstream endobj 104 0 obj 485 endobj 69 0 obj << /Type /Page /Parent 62 0 R /Resources 70 0 R /Contents [ 80 0 R 82 0 R 86 0 R 88 0 R 90 0 R 92 0 R 94 0 R 96 0 R ] /MediaBox [ 0 0 612 792 ] /CropBox [ 0 0 612 792 ] /Rotate 0 >> endobj 70 0 obj << /ProcSet [ /PDF /Text ] /Font << /F1 77 0 R /TT2 73 0 R /TT4 75 0 R /TT6 76 0 R /TT8 83 0 R >> /ExtGState << /GS1 100 0 R >> /ColorSpace << /Cs6 78 0 R >> >> endobj 71 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 656 /Descent -216 /Flags 34 /FontBBox [ -558 -307 2034 1026 ] /FontName /EKHFLK+TimesNewRoman,Bold /ItalicAngle 0 /StemV 160 /XHeight 0 /FontFile2 99 0 R >> endobj 72 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 0 /Descent -216 /Flags 98 /FontBBox [ -498 -307 1120 1023 ] /FontName /EKHFII+TimesNewRoman,Italic /ItalicAngle -15 /StemV 0 /FontFile2 98 0 R >> endobj 73 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 117 /Widths [ 250 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 611 0 0 0 0 0 722 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 444 500 444 0 0 0 278 0 0 0 0 500 500 0 500 0 389 278 500 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFII+TimesNewRoman,Italic /FontDescriptor 72 0 R >> endobj 74 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 656 /Descent -216 /Flags 34 /FontBBox [ -568 -307 2028 1007 ] /FontName /EKHFJJ+TimesNewRoman /ItalicAngle 0 /StemV 94 /XHeight 0 /FontFile2 97 0 R >> endobj 75 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 151 /Widths [ 250 333 408 0 0 0 778 180 333 333 500 0 250 333 250 278 500 500 500 500 500 500 500 500 500 500 278 278 0 0 0 0 0 722 667 667 722 611 556 722 722 333 0 722 611 889 722 722 556 722 667 556 611 722 722 944 722 0 0 0 0 0 0 0 0 444 500 444 500 444 333 500 500 278 278 500 278 778 500 500 500 500 333 389 278 500 500 722 500 500 444 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 444 444 0 500 1000 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFJJ+TimesNewRoman /FontDescriptor 74 0 R >> endobj 76 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 150 /Widths [ 250 333 0 0 0 0 0 0 333 333 500 0 250 333 250 0 500 500 500 500 500 500 500 500 500 500 333 333 0 0 0 500 930 722 667 722 722 667 611 778 778 389 500 778 667 944 722 778 611 0 722 556 667 722 722 1000 722 722 0 333 0 333 0 0 0 500 556 444 556 444 333 500 556 278 0 556 278 833 556 500 556 0 444 389 333 556 500 722 500 500 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 500 500 0 500 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFLK+TimesNewRoman,Bold /FontDescriptor 71 0 R >> endobj 77 0 obj << /Type /Font /Subtype /Type1 /Encoding /WinAnsiEncoding /BaseFont /Courier >> endobj 78 0 obj [ /ICCBased 101 0 R ] endobj 79 0 obj 3295 endobj 80 0 obj << /Filter /FlateDecode /Length 79 0 R >> stream Department maintain records in a way which cost effectively addresses all of these concerns. The text has been changed to update organizational information and reflect changes in regulations. Look through your business records and set up each folder based on the needs of your company. 0000004605 00000 n 0000013017 00000 n The overall objective of the Department's records and files management program is to provide efficient, economical, and effective management of all Departmental information and records to include creation, use, maintenance, and disposition. H��W�n�:��%}��`�V=��9�L��WG�ɹ @:�v��Dy�]i_w�\��h��Ec��W�q=��^K&��q&$��~R��Bq��y�a�)�wz�g]^�>|�l��|��~��l��s��Ǔ�>��s��/��"�'Q�p��9�z�v}ٲ��1��2��~�P��%�=@��-"��x��^��y��"� ��!��I�^� ��y��t�~B_23e2��o��y�0�\h��X;��Y_ݲT�[��O��a�u�9��Z]�^ޱ��o��W_��T[�2�\�v��t�(+�t��ʂQ��+O$&��B�\&*>��W�2��zis!��/��>��T�(N�RC�k?z��e�f��[�/p��i��)c�4 �t��! Essentially, it comprises anything that is part of a business transaction. 67 0 obj << /Linearized 1 /O 69 /H [ 1201 601 ] /L 210167 /E 129171 /N 17 /T 208709 >> endobj xref 67 38 0000000016 00000 n Keep your program elements simple and consistent. 0000010248 00000 n Use the default file locations when installing … 0000001802 00000 n 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 0000011005 00000 n Your records These are not always mutually exclusive as offices frequently retain some records in paper, for example, while managing other documents entirely within shared drives. Make records available to employees, their designated 4.2 Complete records of movement and file following workplace procedures. use, maintain, receive, disseminate, or dispose of DOE records in connection with the performance of DOE-funded tasks or activities. Regardless of your job role, you need to be familiar with the type of information you will be using in the workplace. Start date with the company The first thing to do if you want to organize your files is … Correspondence thus is defined as ‘communication in writing on subject of mutual interest either within the organisation or with an outsider’. Most programs keep more records … %PDF-1.3 %�� 0000002648 00000 n hard copy records also apply to electronic storage systems which maintain tax books and records. Ensure files and filing equipment are properly labeled and maintained to Each system has its advantages and disadvantages. 0000011027 00000 n 0000019410 00000 n Apply your records schedules. Paper records are moving out of the office to make way for electronic records and all the potential efficiencies and benefits they can provide. Compliance with legal retention requirements and the establishment of administrative, fiscal, … 0000004543 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. Legal Compliance As described above, you may be legally required to keep some records. Regardless of how records are stored, Labeling serves as a visual aid by identifying individual record series and by identifying folders within each series. 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 … 0000108371 00000 n 0000002426 00000 n Records of Selling a House (Documentation for Capital Gains Tax) Records of Selling a Stock (Documentation for Capital Gains Tax) Receipts, Cancelled Checks and other Documents that Support Income or a Deduction on your Tax Return (Keep 3 years from the date the return was filed or 2 years from the date the tax was paid -- which ever is later) 0000015293 00000 n Preserve and maintain accurate medical and exposure records for each employee.3 Inform workers of the existence, location, and availability of those medical and exposure records. 4.1 Identify files to be relocated. Developing a System Create file categories. Keep filing cabinets and other records storage areas locked at all times when not in use. To understand how to protect records in an emergency, see Record and … 0000015271 00000 n 0000001201 00000 n Obtain file folders, an office calendar and journals to maintain the different financial and accounting records. Maintain security of workplace records. 3. 0000008000 00000 n 6. ADVERTISEMENTS: Read this article to learn about office records and correspondence. 0000021629 00000 n �4�pp7�� *jͺ��v�7 Y��G!��Ĕ8��N��1k�Q�"�l�y�13hTEh8�Q�P�}�@��!��材��:k�B��v��U�9Y%�< l'f��+p8�0�I��- Whether maintained as paper or electronic files, destroy these records at the end of the retention period. 5.1 Identify security requirements for workplace records. . . 0000023686 00000 n 0000002192 00000 n Electronically stored records must be legible, readable, and accessible for the period of limitations required (see Chart 1). • 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 … 0000105614 00000 n If you use front labels and file behind the tab, stay consistent. 5. Department or division within the company. Correspondence within the organisation lends a […] Ensure an Office Record List is prepared by each Action Officer who maintains Records within an established Office Symbol and UIC. 0000105693 00000 n A government office has an effective records management program when the office . It is essential, industry practice, and standard internal corporate policy for construction companies to maintain a project documentation system. 0000017226 00000 n 1. 0000001108 00000 n 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. 0000002009 00000 n Protecting records from loss or damage is a fundamental part of good records management. Fit doors and windows in all offices and records storage areas with strong locks. 0000012995 00000 n A. One company may rely more heavily on financial record keeping while another business may may focus on other types of records. POLICY. 0000003857 00000 n Use the Default Installation Folders for Program Files. qg#ˆK^HÎ×õbnza4;‡G9¾€ï>Íu�GìğÍò~D�ãnú¸şü” {b¢bÚ‘áÛ°Î=ü~¢PÚ_&ŸÇŸ[Aá˜¶€fëp|sò•wHj†äF±ñøLŒ]‡ÉÚråTƒC. records according to the Records Retention Schedule (RRS) in ARIMS. All records related to member giving are confidential and should be secured. 0000004441 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. H�b```f``��d�cd@ AV�(G � ÷U��lr(j\� ��5�� >�偋 GDO*@؁< �j��T�_ȃ��,A ��Q�آ"� �$��T�� r��;��0�]�|�B&% ��H�rDE20�� 4. • Formalize records destruction practices and destroy records consistently and systematically. But times are changing. Give employees any informational material regarding this standard that OSHA makes available to you. 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 Make someone responsible for each major program file your office maintains, and send those persons to records management training. 7. All records related to congregational spending are open. Set up a "records center" or official file station for your major program files. Records are efficiently created in the normal course of business for all functions sufficient to satisfy legal, fiscal, … 0000003269 00000 n Their purpose is to capture, maintain and provide access to evidence Records are held in files to enhance accessibility and identification. 5.3 … Stick with the same labeling system. Ensure that all Office Records List are updated every year. 0000062973 00000 n c. University Human Resources, the campus Human Resources Office, and the employing school or department maintain the university’s human resource records in paper and/or electronic files. It is important to back up electronic files in case of a computer malfunction. storing all records securely – can make a tremendous difference to the safety of your office’s records. Paper records containing confidential information are kept in locked offices or cabinets or drawers with access controlled by the keeper of the record. 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. Label all files, folders, and boxes so that their contents, dates, and extent are clear. 2. 0000001780 00000 n 0000003041 00000 n 5 Personnel Files Are Expansive. . 5.2 Maintain security arrangements for files. As a state agency, the University of Washington has a legal responsibility to demonstrate the proper care and management of its records. 1. trailer << /Size 105 /Info 65 0 R /Root 68 0 R /Prev 208699 /ID[<2e6d0006217dc91a06f86cfe12ed6dd7>] >> startxref 0 %%EOF 68 0 obj << /Type /Catalog /Pages 63 0 R /Metadata 66 0 R /PageLabels 61 0 R >> endobj 103 0 obj << /S 499 /L 619 /Filter /FlateDecode /Length 104 0 R >> stream