Mastering Document Management: Archiving Best Practices

Effective Document Management: Archiving Essentials

Our archive serves as a comprehensive documentation center, enabling effective work processes. We offer a cost-effective service, ensuring seamless communication and rapid document retrieval.

Key Document Classification Criteria

Our archive should be established following clear classification criteria to meet its objectives:

• A file should not create confusion: criteria must be clear and unique.
• Any authorized person needing to access the file must understand its rules and organization.
• Documentation must be shelved following objective criteria.
• Documents are filed according to generic criteria.

Alphabetical Filing for Personal Names

To arrange names alphabetically, classify individuals by surname, followed by a comma and their given name.

Alphabetical Filing for Business Names

Registered names of companies, institutions, and corporations should be filed alphabetically according to these standards:

• If an article (e.g., "The," "A") is present, consider it part of the name.
• Do not record name abbreviations unless a complete list of their full forms is available.
• Even if a company uses acronyms, file by its full name.
• Figures are treated as if spelled out (e.g., "1.2.3" becomes "one two three").
• Hyphens are disregarded; the two elements form a single word (e.g., "ABC-XYZ" becomes "ABCXYZ").
• If two companies share the same name, order them by city.

Understanding Archiving Mediums

The market offers a wide variety of filing systems from numerous manufacturers. These can be classified into major groups:

• Vertical Files: Furniture designed for vertical document archiving. Available with various types of vertical drawers, with or without guides for hanging folders, or horizontal shelving.
• Horizontal Files: Special files for storing maps, drawings, or blueprints.
• Ring Binders: Laminated or cardboard folders with rings to hold documents.
• Card Holders: Used for storing cards and typically include an internal alphabetical separator.

The Document Registration System

The registration book is a system designed to record, archive, and distribute all incoming and outgoing documentation for any public or private company, organization, corporation, or institution.

Common Business Document Types

• Circular Letters: Business letters addressed to multiple individuals, businesses, or institutions.
• Certificate: A document issued by authorities or individuals providing evidence or proof of a specific fact or situation.
• Internal Memos (Common): Documents for internal use within a company, especially between different departments.
• Official Request (Instance): A written document submitted to public administration seeking something within current legal regulations.
• Official Communication (Officio): A document used by official agencies and corporations to communicate among themselves and with individuals.