Central Filing System

Introduction

A filing system is an organised system to store files on a computer or in an office, which allows easy access to the files and increases the efficiency of an organisation.

Why

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This toolkit is useful when:

• the staff of an organisation is filing documents in their private folders, desktops etc.
• an organisation has no shared and organised system of record keeping and filing
• an organisation has a filing system in place but it does not meet the current needs of the organisation

What you can expect

In eight steps this toolkit guides you to create a filing system for your organisation that allows people to access the documents they need easily. You’ll find a step-by-step guide, tools, examples and other resources for creating a filing system.

Step 1: Understanding your needs

• There is a dizzying array of information technology available to help you work more efficiently, but if you don’t know how to select and use technology effectively, you can end up with tools that create problems rather than resolving them. Also, the fact that you can automate everything doesn’t necessarily mean that you should. Tried and true information management tools like ledger books and filing cabinets still have their place, even in today’s high-tech world. In order to select the right tools, you need to understand your needs, to research tools and solutions, to weigh costs and benefits, to ensure that the end users are comfortable with your choices. 
• Explore the importance and timelines of having an easy access to all files created by the organisation.
• Identify who in the organisation will support and lead in building the system.

Step 2: Assessment

• Get to know the organisation’s work and understand how it functions (if you are not working in the organisation).
• The first step for putting in place filing systems that work is to reach a clear understanding of what information needs to be managed. In other words, don’t go out and buy a server because someone told you every office has one these days. Instead, think about what the office staff finds most frustrating and difficult. Does their email keep closing them out because their inboxes are too full? Did someone’s computer crash, resulting in the loss of crucial data? This would mean that you have a need for centralized information storage and for a back-up procedure to ensure that data isn’t lost.  The better you understand the operational needs that underlie your technology choices, the better the chance that you will make successful choices. It is necessary to involve the leaders and key staff of an organisation in this process.
• Interview the organisation's staff to assess what kind of documents are created on a regular basis and how they are currently being filed.
• Another approach, which can be quite effective, is to contact other organisations like yours to find out how they solved the same problem. They will be able to give you more in-depth feedback on what works and what doesn’t. They will also be able to save you time by sharing the options they researched and didn’t choose, along with their reasons why.

Step 3: Creation of Framework

• Use this checklist to build the basic framework. According to the needs of the organisation, the main folders and sub-folders are added to the framework.
• Discuss the proposed framework with the person responsible for the administration and who will be in charge of the filing system, and other important users. If the users aren’t involved, crucial aspects of what the system needs to do may be overlooked.
• Presenting the framework for the leaders' approval can be a smart move to get their full support.

Step 4: System Set-up

• Decide where the filing system will be created, depending mainly on: sensitivity of information, budget, IT savvy, system maintenance etc. Options available are Dropbox, Google Drive, shared folders or setting up a file server. You can also take advantage of technology resources specifically for non-profits, such as www.techsoup.org, www.grassroots.org, or www.npower.org.
• Set up the system. All available documents are properly labeled and filed into the new system.

Step 5: Nomination of Owner

• Assign a owner. Usually this is the person managing the administration. The owner monitors if all documents are properly labeled and filed.
• Create regular back-ups of the system.

Step 6: Training

• Organise a training for the whole staff on the new filing system. The training needs to cover: objectives and needs of a filing system, instructions on how to name and file documents, challenges and how to overcome them.
• Make everyone in the organisation understand the importance and the value of having a filing system.

Step 7: Implementation

• Organise a filing day when everyone sits down and files their documents into the new system. This can be done as a continuation of the training.

Step 8: Follow-up

• Offer a constant support during the first months. This is usually done by the owner of the system. The first three months are the most challenging since following the new system has not become a routine yet. 
• Organise a follow-up day after the first three months when the functionality of the system will be reviewed and if required changes can be made to the structure.
• Unfortunately, setting up the system is not a once-and-done investment. It isn’t enough to buy the right equipment and set it up with the right security. You also have to plan to maintain your technology and to replace equipment when it reaches the end of its service life. Proactive maintenance of your technology will save you a lot of headaches and ensure that your technology is doing what you need it to.
• In addition to maintaining your system, you need to plan to replace it. Technology changes quickly, and even if your old equipment is still functional, it may be obsolete. It is best to replace old equipment before it dies rather than waiting until something goes terribly wrong. Computers generally have a lifespan of three to five years. Servers and network equipment are generally fine for five to seven years. While your equipment may function longer, the performance it provides probably won’t be adequate to your needs, and the longer you wait, the greater the risk of a major malfunction.

Key To Success

• The person who will be in charge of the system should be nominated early in the process and be part of the development of the filing structure.
• Give intense support during the first few months to avoid that the staff goes back to their previous filing habits.
• Follow up and evaluate the new system after a couple of months, and adjust the structure where necessary.

Challenges

• Often everyone is so busy that it feels like a waste of time to pay attention to proper filing.