Essential Archiving Methods for Businesses
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ScribdTranslationsEssential Archiving Methods for Businesses
Translated by
ScribdTranslationsBasic methods for archiving:
The file in the company is one of the most important tools, as it is used to
Organize and compile the records, documents of interest for the company.
procedure for classifying, organizing, and preserving the records of a company in
The systematic way is known as archiving, an activity carried out for the purpose of
to achieve speed and efficiency in locating documents.
The cost of the file is important, and the statistics of some companies show it.
they demonstrate extensively. In this aspect, it is logical to think about the economy of
time, of space, before proceeding with the document filing, and the first thing that comes
you must select a good classification system that fits the
requirements of the company, which ensures the security of the stored information and which is
available for future use, then the file must be deleted from the
unnecessary documents.
These classification systems have certain principles:
Classify: it is about deciding the name under which a document will be filed. It is
establish a rigorous order according to a defined system or criterion. the
distribution of written documents of interest for the company, providing to
each one has a specific order according to their characteristics.
Mark the documents with the respective initials to facilitate their location by
terms similar y for he posterior localization
Establish a specific order according to a system or criterion.
Sort: Separate the documents into those groups that the classification has
pointed out. The possibility that there are immediate and/or partial files makes
the existence of rules and procedures for those who carry out the
classification of the files, where once the series and subdivisions have been decided,
a manual should be drafted to serve as a permanent reference and disseminate it
File: Place the documents in a specific location. Here we already talk about the
file of the documents in where:
The documents are gathered, placed in the folders and files, and prepared.
labels for folders and binders, and they are prepared in such a way that they take up the
the smallest possible space without suffering deterioration.
FILE SYSTEM: a file system consists of four (4) types of systems:
1. Alphabetic System: it comes to associate letters from 'A' to the
"Z" groups the records by the title of the document. The titles will depend on
the names of the business, or the last names of the people and are used in order
ascending from A to Z. This method is easily expandable, but suffers from
from a non-uniform distribution of letter usage. Additionally, two records
different ones can have the same designation.
2. Sistemas Numéricos: viene a hacer la asociación de números, se ubica por los
first. Numeric filing systems ensure that each record is
unique using a predefined sequence of numbers to identify each
document. This makes them faster than the systems are.
alphabetical, but it requires an indexing system because people cannot
to recognize numbers as easily as names.
3. Geographic Systems: it is found through the district, department, city, etc.
Geographic systems store records according to location, and
they make the creation of statistics by location easier. Position
that the rules and regulations are usually different in each area, this system
allows filtering to immediately decide which laws to apply to which records.
4. System by subject: the control of materials is maintained in order to work. The
filed by topics maintains records through a descriptive function, and
You can put documents of different types in the same folder. But
requires the planner to fully understand the business, so that
I can create the folders for all the topics related to him.