Identifying files for archiving
A filing clerk should follow the company policy for identifying files that should be sent to the archives. The following are examples of files that may be identified for archiving:
• files that are old and no longer in use
• file of a client who has moved to another town or country, or is deceased
• files that are too full to handle – a Volume 2 will be opened and volume 1 will be archived
• files of staff who have left the company
• records of clients who no longer have any business with the organisation.
• Determine how often files should be closed and taken to the archive for filing.
• Determine the kind of files that should be sent to the archive.
• Determine when the files should be sent to the archive, for example, once a week.
• Specify that the filing clerk may only send a file to the archive when he or she receives an instruction from a senior officer to do so.
• Indicate how a senior officer should instruct a filing clerk to prepare a file for archiving.
• Determine whether a Volume I file will be kept with Volume 2 or sent to the archive. If it should be archived, the policy should determine the procedure to be followed.
• Determine the process that should be followed from when the instruction has been received, to when the file has been closed and sent to the archive.
• Determine how the filing clerk should mark files and index cards for the archive, for example, use a different-coloured folder or place a sticker on the cover of the file.
• Determine the method of filing that should be followed when filing the files and the index cards in the archive.
• Determine for how long files will be kept in an archive before they are destroyed.
A filing clerk should follow the company policy for identifying files that should be sent to the archives. The following are examples of files that may be identified for archiving:
• files that are old and no longer in use
• file of a client who has moved to another town or country, or is deceased
• files that are too full to handle – a Volume 2 will be opened and volume 1 will be archived
• files of staff who have left the company
• records of clients who no longer have any business with the organisation.
Like biological organisms,records have a life cycle – a biological organism is born, lives and dies, and records go through these stages, too. Records are created or received, maintained and utilised, and are eventually disposed of, either by destruction or transfer to an archives repository (storage place).
Archiving processes and procedures
When planning a storage and retrieval system, the following archiving processes and procedures should be planned:• Determine how often files should be closed and taken to the archive for filing.
• Determine the kind of files that should be sent to the archive.
• Determine when the files should be sent to the archive, for example, once a week.
• Specify that the filing clerk may only send a file to the archive when he or she receives an instruction from a senior officer to do so.
• Indicate how a senior officer should instruct a filing clerk to prepare a file for archiving.
• Determine whether a Volume I file will be kept with Volume 2 or sent to the archive. If it should be archived, the policy should determine the procedure to be followed.
• Determine the process that should be followed from when the instruction has been received, to when the file has been closed and sent to the archive.
• Determine how the filing clerk should mark files and index cards for the archive, for example, use a different-coloured folder or place a sticker on the cover of the file.
• Determine the method of filing that should be followed when filing the files and the index cards in the archive.
• Determine for how long files will be kept in an archive before they are destroyed.
To prevent their filing system from becoming overloaded, some firms close their files regularly, or at a given time, for example, every three to five years. In this case they will open all the new files first and keep them active with the old ones until all the new files have their file names on. They will then send the whole batch of old files to the ar chive at once, and replace them with new files. For example, after a company’s books have been finalised and audited at the end of the financial year, it will start a new set of files for all source documents for the year ahead and archive all the old files.
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