Every organization needs a records management and records management program. After establishing a records management program and appointing a records management officer, a retention/control schedule should be developed. As needs for improvement and development of the filing system become apparent, the following twelve-step strategy is recommended.

1. Purge inactive files – Remove inactive and duplicate records from your active file system to improve access and recovery times. In addition to improving response times, your active filing system will require less floor space. Do not dispose of inactive records at this time.
2. inventory records – Carry out a comprehensive inventory of records. An inventory of your records is just as important to your organization as parts inventory is to a Parts Manager. Records inventory will help you assess labeling standards, information flow, and will be necessary if you plan to convert files to a side-tab file system or records management software.
3. Convert to a side tab folder system – Traditional drawer cabinets do not save space and slow down the process of retrieving and reloading files. Shelf-based side-tab filing systems require less space and faster record retrieval. Do some research to see if converting to a shelf-based lateral tab filing system is justifiably cost-effective for your organization. Careful planning, cost justification, and implementation of archiving systems appropriate to the applications needed should be seriously considered.
4. Assess current labeling standards – Evaluate your current file tagging system to determine if changes are needed to improve file speed and accuracy. For example, a simple color-coded year label can make the laborious project of purging inactive records a simple task. Survey your staff and users to get their views on labeling methods that would make file access easier and faster.
5. Choose the correct folder – There are many different types of folders to choose from based on activity, number of documents, and length of time the records will be kept in an active state.
6. Use indices or scores– The use of folders with indexes and partitions will organize and standardize the documents in the archive. Organized information provides faster access to desired documents and helps maintain file integrity.
7. Invest in an on-demand labeling system – On-demand labeling is an inexpensive way to improve your filing system. Label-on-demand software allows you to print a single-part label from a laser or inkjet printer. Labels are typically 7″ to 8″ in length and can be printed with any type or style of color-coded labels, name and address information, and barcode labels. On-demand labeling eliminates the individual manual wrapping of color-coded labels and the additional tasks of typing filename labels. On-demand labeling can produce alphanumeric labels, top and side tab labels, and different styles of labels for different departments within your organization.
8. Standardized – The standardization of filing systems should be an important objective. Standardization of equipment, supplies, software, procedures, and policies results in economies of scale and uniformity throughout the organization.
9. Implement Processes – Implement the appropriate processes, technology, equipment and supplies for each application of the filing system. Conversion to open-shelf file shelving, implementation of color coding and barcoding, implementation of file indexing, file tracking, and a records retention program results in a system that can be integrated with others information systems within the organization.
10. Implement records management software – There are a variety of quality records management software packages for use in augmenting records management programs, systems, and functions. These programs can prepare and maintain records control/retention schedules, track files and boxes in the office to storage, and help manage record retention.
11. Develop a Records Management Manual – Every organization needs a records management manual. The manual should be a reference guide for your organization and a training tool for new staff. The manual should provide an explanation of each filing system in your organization, including detailed filing procedures. Create an FAQ section that can be easily developed from questions asked by members or your organization. Consider supplementing your manual with videos to facilitate learning.
12. Savings/achievement report – Prepare an annual report (at a minimum) detailing the savings. The savings report should include details about the space saved, personal savings due to conversion to a file system that provides more efficient access.