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Selecting the Right Filing System

Records management in a local government has one main goal:  systematic control of recorded information from original creation to ultimate disposition.  A key element in achieving this goal is the establishment of efficient and effective procedures for filing and retrieving information.  1

Organizing and managing records will help speed up file access, reduce document redundancy, and assist in record disposition. 

There is no one best filing system for every situation.  This overview is meant to offer criteria and recommendations for the selection, implementation, and maintenance of different types of filing systems. 1

Elements of  good filing practices:

  • standardize file names;
  • file only what  needs to be retained; 
  • file using a method that facilitates access and disposition; and 
  • do it consistently.  

1  Records Management Division of the Texas State Library, The Local Record, Summer 1990.

 Selecting the Right Filing System | Filing System Characteristics | Access Systems  | Filing System Evaluation

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