Effective Filing Records & Office Management Skills

1. How do you maintain effective records and filling?

• Review inventory /organizing /filing/arranging electronic record

• File indication / label / colours

• Audit document every 3 months

• Prepare checklist for documentation

1. What is an efficient records management system?

• Check file system daily

• Controls files entire life cycles  - from the moment they are created through their destruction

• Document controller responsibility

• Monthly audit

1. Which amongst the following is the easiest method for data storage

• Vertical filing

• Lateral filing

• Horizontal filing

• Computer filing

File retrieval – (time)

• 30 second

• 1 hr

• 30 minutes

• 1 day

1. Who is responsible for managing records?

• The record management team

• All staff – in each department / section

• Head Of Department

• Clerk

1. An active record is

• A record that used on a regular basis

• A record that has just been created

• A record that has been consulted recently

• A record that kept in the file cabinet

1. How long you should keep your records

• 7 years

• Forever

• When cabinet filing is full

• Depends what type of record

Overview of Principles Of Filing Record Management EXCEPT:

• Accountability  / Integrity

• No responsibility

• Protection 

• Compliance 

• Confidential

1. The importance of filing planning process EXCEPT

• Cost

• Resource

• Time, Productivity

• Performance

• Before audit

5 Steps to an effective record filing management (re arrange the steps):
                                 I.          To set up record management
II.           Identify
III.          Develop
IV.          Destroy
V. Write down new policy & share

• V, III, II, IV, I

• I, II, III, IV, V

• II, I, IV, III, V

• IV, III, II, V, I