System Evaluation1...
Is the System logical? Logic speeds learning, so staff
members do not have to rely on memory alone. The new method behind
the system should be clear and should follow a definable line of reasoning.
Is the system practical? Does it do what you want it to do?
The system should not be so sophisticated or complex that it fails
to serve the purpose for which it was designed.
Is the system simple? Simple here means easy to learn. The
system should be as straightforward as possible, with little (or preferably
no) room for interpretation.
Is the system functional? Does it relate to the function of
the records it addresses? As mentioned earlier in the selection characteristics,
an alphabetical system would be ill suited to records called for buying
number, and a numeric system would be inappropriate for records requested
by name alone.
Is the system retention-conscious? Your filing system should
be linked to your records control schedule in a way that allows you
to remove records for active to inactive storage, and to remove those
with expired retention periods. These activities should be done according
to your government's approved record control schedule.
Is the system flexible? You should be able to expand as needed.
Additional or different classifications might be needed in the future
or your office may experience unforeseen growth. Your filing system
should be able to accommodate growth as well.
Is the system standardized? The terms used in the general classification
plan should be standardized, because using different terms to describe
the same record or subject will cause confusion. Also, there should
be a written set of rules that all filing personnel follow, to avoid
lost files, misfiles, and unplanned duplication of records and filing
locations. For instance, one person should not file correspondence
under the name of the sender if your office rule is to file under the
topic of the document.
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