Organizing Documents for Business Services Division Head Office

It was November 10, 2010 when my Boss ask me to hand him over what's on my mind. So I submitted the following article to him.

Organizing Documents for Business Services Division Head Office
Consideration:
a. Style – the best way that works both ways or continue with existing system
b. Space – use cabinet as storage
c. Strategic Plan – recording options (those that are very important, indicate location), schedule of handling documents for filing (important, can be once or twice a month) that includes carrying out necessary change in the way documents are file according ideal preference

 Recommendation:


1. Using the 3 document filer to segregate/separate the following:
a. One for garbage – last thing to do
b. One for storage
c. One for items that will remain in the office.


2. For storage


2.1 Select a filing cabinet, space for storage
2.2 Sorting – may take time but for those that has been segregated file them later. If possible start with mixed documents. There should be no miscellaneous file to avoid unnecessary filing. Index per year if okay, Consider color for index and label. If possible alphabetical order for easy access. Separate a storage for files which are not immediately needed.


3. For Filing - sort according to: (classification must be based on large categories, then make sub-categories within the folder)or used existing folders.
3.3.1 CONTACT MANAGEMENT, CLIENT INFO & CALLING CARDS
3.3.2 LETTERS


External MEMO
a. BANK REQUEST
b. CARDS – VISA/MC/AMEX
c. COMPANY PROPOSALS
d. GCC
e. Others……


Internal MEMO
a. ADMIN REQUEST
b. ANNOUNCEMENT
c. DIRECTOR’S REQUEST
d. PERSONNEL REQUEST
e. Others…..


3.3.3 GENERAL BANKING CONTROL DEPARTMENT
a. BANKING INSPECTION
b. BANKING SUPERVISION
c. BANKING TECHNOLOGY


3.3.4 GOVERNOR & VICE GOVERNOR FOLDER – include within the IOB, Legal & Gen. Inv. Dept
3.3.5 ADMIN & FINANCE – includes admin, maintenance, security, guidance, budget, development, computer, treasury issue & SAMA branches


4 If possible create a one folder for trash – for unsure if whether a document should be disposed and filed there until you can shred


5 Create Incoming File holder, Outgoing File if needed for distribution (maybe already exist), file holder for the documents to be stored

Remarks: Select a storage space for most confidential documents. We may start filing the documents per area.If possible set enough time to go through with each documents. For Arabic, we may file as per instruction which may refer to the subject and contents, per date, or per point of origin. For most important documents, no need to store them, we could find an appropriate and accessible place

Things needed: File sorter (already in), Box or plastic, Storage areas (select), Folders (label later), Marker or Sticky File Label

by: bodengdeng