Good Example Of Report On Filing Set-Up Problems
Lack of structure and logic in the filing system;
Five colleagues applying different systems in filing, according to personal preferences;
It takes such a long time to locate the needed files;
The current filing system entails costs in terms of delays in productivity.
Pursuant to your advice, I am hereby proposing the following recommendations to improve on the current status of filing. These recommendations are categorized according to paper files as well as electronic data storage and retrieval.
All files should be placed in uniform folders with labels written at the left portion of the folder. Filing should be made alphabetically; whether in major categories (residential clients, business organizations, or other relevant entries) or sub-categories. For instance, for major categories, filing in alphabetical order means the following folders should be created and filed successively: Business Organizations, Other Relevant Entries, and Residential Clients. Likewise, within the Residential Clients category, the family names of clients should be written first and should be the basis for filing in alphabetical order.
Electronic Data Storage and Retrieval
For electronic data storage, similar filing structure proposed under paper documents should be developed and filed in alphabetical order. It would be easier to locate using the online medium since a search option should be integrated in the company’s web site to assist in locating and retrieving files.
The advantage of developing a structured and logical filing system is to prevent delays in locating needed information. The structured filing system would facilitate generation of output and increase productivity and performance of personnel.
For your review and approval.