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Filing Management System Procedure

The document outlines a standardized digital filing system procedure aimed at organizing, storing, and auditing company files efficiently across all departments. It includes guidelines for folder structure, naming conventions, storage control, access permissions, and regular audits to ensure optimal use of storage and compliance. The procedure emphasizes best practices and benefits such as cost savings and improved collaboration.

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salmamuhammed122
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26 views3 pages

Filing Management System Procedure

The document outlines a standardized digital filing system procedure aimed at organizing, storing, and auditing company files efficiently across all departments. It includes guidelines for folder structure, naming conventions, storage control, access permissions, and regular audits to ensure optimal use of storage and compliance. The procedure emphasizes best practices and benefits such as cost savings and improved collaboration.

Uploaded by

salmamuhammed122
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Filing Management System Procedure

Purpose
To establish a standardized digital filing system for organizing, storing, and auditing
company files efficiently — ensuring optimal use of storage and eliminating redundancy.

Scope
Applies to all departments and employees responsible for creating, storing, and accessing
company digital files.

Procedure

1. Folder Structure Setup


Follow a standardized top-down folder structure:
├── AE
├── 00-INFORMATION
├── 01-WIP
├── 02-SHARED
├── 03-PUPLISHED
├── 04-ARCHIVE
├── 05-EXPORTS
├── 06-NAVISWORKS
├── 07-DWG
├── 08-CORRESPONDENCES
├── 09-SPECS
├── 10-BOQ
├── 11-STUDIES
├── 12-QC

├── MG
├── DATA
├── LETTERS
├── MOM
├── REPORTS
├── SCOPE
├── SUBMISSIONS
├── TIME SCHEDULE
├── WORK PLAN

Each folder will contain predefined subfolders based on business function.


Use only approved folder names; no personal or random folder creation allowed.
2. Naming Conventions
Use clear, consistent naming:
- Format: YYYY-MM-DD_Type_Description
- Example: 2025-05-01_Invoice_ClientXYZ.pdf
- Avoid special characters and vague names like 'Document1' or 'Final_V2'.

3. Storage Control
Store only essential documents. Archive old/rarely used files:
- Current year: main storage.
- Past 2–3 years: archived storage.
- Older: move to cold/archive storage or delete (if permitted).

4. Audit & Review


Conduct quarterly folder audits:
- Check for duplicate, outdated, or misnamed files.
- Use tools like TreeSize, WinDirStat, or cloud analytics to review usage.
- Maintain an Audit Log: who reviewed, when, and what actions were taken.

5. Access Control
Set permissions by department and role:
- Read/Write access only where necessary.
- Use group policies if on a network drive or SharePoint/OneDrive/Google Drive.

6. Backup & Recovery


Implement regular automated backups (daily or weekly).
Test recovery once per quarter.

7. Storage Monitoring
Use built-in tools or third-party apps to monitor:
- Storage use per department.
- File types consuming the most space.
- Set alerts for nearing quota limits.

Best Practices
- Train staff on the folder structure and naming conventions.
- Periodically declutter files.
- Use cloud options with lifecycle policies (e.g., auto-archive after 90 days).

Benefits
- Efficient storage use = cost savings.
- Easier audits = compliance readiness.
- Centralized system = better collaboration and control.
Monitor available disk space

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