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Filing systems - Best practice Guide Introduction ...

1 Filing systems - Best practice Guide Introduction Records creation results directly from the transaction of business. In most cases the way in which people and organisations do business results naturally in the creation of records; in other cases a record must be deliberately created because conducting the transaction, by itself, does not generate the record. Records that will meet accountability requirements and other needs of an organisation cannot be created or managed without an adequate record keeping system. Records management practices, and in particular records creation, must be systematised through policies, procedures and the application of best practice . Appropriate controls should be built into Filing systems to capture and identify accurately information required by an organisation. Definition of a file A file refers to the physical unit of information contained within a paper or electronic folder.

• The system should have a structured numeric or alphanumeric referencing system in which each element equates with a function of the file title to a maximum of four elements. Types of file referencing systems include: - alphabetical - numerical - alpha-numeric (for example, AB 12 / 1) - …

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