Records Management Assignment

Part 1: Misfiled Proposals Case Study

You have set up an electronic filing system for your office, complete with directories and folders. At
numerous staff meetings you have asked the managers in your organization to please file their
completed proposals into the correct folders that you have set up. However, whenever you have to
search for a proposal, you rarely find it in the correct folder or even in the correct directory. What
ideas do you have for solving this problem?

It sounds like the managers are having a hard time locating the proper folders in which the files are
supposed to be located. I would go through my filing system and see where the confusion could be
coming from. Are there locations in the directory that need to be reworded? Are there multiple folders
with similar names that could be changed for better clarification? I would go through the folders as if I
were brand new to the filing system and see where there may be issues that could be fixed. I would
then, after fixing the issues that have been found, inform the managers of changes in the directory and
filing system. I would also go over in a meeting the filing folder system during a presentation to the
managers to better clarify where files are to be placed. I will open the files on the computer and go
through each folder that is in the directory as well as the purpose of each folder and the files that need
to be placed in them. This will allow me to also answer and questions or confusion that the managers
might have.

This strategy will help me understand if there are any hiccups in the organization of my filing system as
well as allow me to see what the managers deal with every time they go to submit a file into the filing
system and rectify any issues that they may be having. This strategy also allows me to teach and go
through the process with them so that they have clarification and the knowledge of what is to be
expected of them moving forward with the new filing system. This also allows for further clarification to
be made for those who are still struggling with the filing system. I will also ask the managers if they have
any suggestions as to how to change the system to help them better navigate to the correct folders
within the filing system. There may have been a simpler strategy within organizing the system that I
have not thought of that may be more user friendly.