The document outlines procedures for managing paper and electronic files within an organization. It discusses tracking active files by recording information about who has accessed files and conducting regular checks of files taken from central storage. Inactive files are reviewed to determine what can be destroyed before being transferred to secondary storage either on or off-site. Formal permission must be obtained before destroying records, except for rough drafts and extra copies.

1. Accessing active files
Keeping track of files, both paper
and electronic, requires all
employees to adhere strictly to
procedures outlined in the OPPM.
If naming and saving conventions
are followed consistently, keeping
track of files is a simple process.

2. Accessing active files
In paper-based systems, files are stored in
large housing units in a centralised
location or in filing cabinets in a
decentralised location. If a centralised
location is used, one person should be
responsible for allowing access to files.
When a file is removed from the system,
information relating to who has taken the
file is recorded on an out-card, which is
then inserted where the file was located.
Look at 4.27 now on page 205

3. Tracking active paper files
It is usually the record clerk’s responsibility to
keep checks on out-files, and this should be done
at regular intervals to maintain the integrity of
the system. If a barcoding system is used, a
portable bar coder is taken to all departments
and out-files scanned. This information is then
taken back to the records-management section
and downloaded into the computer. If the
information is recorded manually, the records
clerk should check the files in all departments
against the information on the corresponding out-
cards

4. Managing inactive files
When a file is deemed inactive, authority must
be obtained to transfer it out of the active
system, which is done on a perpetual
(continuous) or periodic (at specific
times) basis.
Before being transferred from active to inactive,
files should be checked thoroughly to ascertain
which records need to be kept and which can be
destroyed. Both paper files and digital storage
devices should be placed in special storage boxes
that are labelled with the box number and
destruction date, and a record kept detailing the
contents of each box.
Boxes may then be transferred to a secondary
storage facility.

5. Off-site storage
Off-site storage specialists collect
and keep track of all storage boxes
using computerised management
systems and either bar codes or
radio frequency identification (RFID)
tags

6. Destruction of records
When it comes time to destroy
records, formal permission must be
obtained from an authorised person,
except for the following documents
working paper consisting of rough
notes
drafts not intended for retention
additional copies of documents.
– Look at 4.38 pg 215

7. Questions
Why is it important for one person to
be responsible for allowing others to
view active files?
Why do you think the tracking of files
is so important to any organisation?
Explain the process for managing
inactive files?