Record Management Discussion

In this situation, when I have only been working for three weeks, I would not be hasty
implementing a new filing system. As not even one month has passed since I started this job, I would
grant myself more time to try to familiarize myself with the current filing system, at least three months.
In the meantime, I would see if the office kept an electronic database or guides that could help me
understand the current system. It is typical practice to train other office personnel on the basic rules of
an organization’s filing system; therefore, I would find out if my predecessor trained anyone else in the
department on their filing system and ask them for instruction.

Even though my supervisor has granted me permission to establish my own system, I would fear
misplacing documents and loosing files if I were to try to set up a new system on top of my daily tasks
during our busiest season. Instead, I would set aside at least the average thirty minutes per day for filing
tasks, if not an hour. I would also take careful and thoughtful notes on how to improve the system and
what type of filing system I believe is best suited to the organization’s needs, volume of files and
available resources like technology. To facilitate daily business functions until I create a new filing
system that adheres to ARMA standards, I would ensure all users of the current system are keeping
accurate charge-out guides to avoid record loss. To alleviate volume before I set up the new system,
whenever possible, I would separate inactive records that can be destroyed and prepare important
records for transfer to storage.