3.7. Follow Organisational Procedures for Filing Source Documents

Policies and Procedures are the strategic link between the Company’s Vision and its day-to-day operations. But why is that so important? It’s because well-written policies and procedures allow employees to understand their roles and responsibilities within predefined limits. Policies & procedures allow management to guide operations without constant management intervention.

The ultimate goal of every procedure is to provide the reader with a clear and easily understood plan of action required to carry out or implement a policy. A well-written procedure will also help eliminate common misunderstandings by identifying job responsibilities and establishing boundaries for the job holders. Good procedures actually allow managers to control events in advance and prevent the organisation (and employees) from making costly mistakes. You can think of a procedure as a road map where the trip details are highlighted in order to prevent a person from getting lost or “wandering” off an acceptable path identified by the company’s management team.

Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear, get lost, or dirty.

A filing system is the central record-keeping system for an organisation. It helps you to be organised, systematic, efficient, and transparent. It also helps all people who should be able to access information to do so easily.

It is always a pleasure when someone looks for something and is able to find it without difficulties. In our organisations we work in groups. We receive and send out documents on different subjects. We need to keep these documents for future reference. If these documents are not cared for, we cannot account for all our organisational activities. Everyone who needs to use documents should know where to get them.

Equipment used for filing:

• Filing Cabinet
  • It is used to keep flat files and suspension or hanging files.
• Steel Cabinet
  • It is used to keep big files that need to be locked up.
• Date Stamp
  • It is used to date stamp documents that are received on a daily basis so that they are filed in chronological order and so we have a record of when we received the document.
• Register
  • It is used to record files taken out and files returned.
• Filing Shelves
  • It is used to file box files.
• Box file
  • This is a big file that is used to keep big documents that cannot go into a filing cabinet. They are kept on shelves.

Records include original copies of all source documents for financial transactions complete with original authorisation, original approval signatures, and additional supporting documents for audit verification and review. This includes the original financial transaction complete with original authorisation signatures, original approval signatures, and supporting documents for audit verification and review.

Here is an example of a filing procedure:

Step 1: Receiving the document

If it is a letter or document that came through the mail, you record it in the “mail received” register and write the date received or date stamp it

Step 2: Action

Forward the letter/document to the person who has to deal with it.

Step 3: Follow up

Check that the letter has been dealt with.

Step 4: Collecting Documents to be filed

All documents and two copies of the replies must be collected in a filing tray.

Step 5: Filing

Choose a regular time to file every day so that you are never left with a huge pile of loose documents. Use a sorter to help you file and remember to file by date order.

Maintaining the filing system

One of the most important reasons why we file is to keep documents safe. It is therefore very important to make sure that all papers and files are kept in good condition. Here are some ways that we can do this:

• Keep documents that are waiting to be filed in trays, do not leave them lying about on desks or shelves.
• File documents away at least once a day, or if your organisation is very small you can do it once a week.
• Do not put too much in files or folders
• Put new covers on old files that get a lot of use and have become worn or torn.
• Box files and lever arch files can hold more than simple folders.
• Never allow filing drawers or shelves to become too full. Acquire new filing cabinets when necessary.

Good housekeeping and safety

At the end of every day, you should:

• File all the documents you can
• Put away those you cannot file in filing trays
• Lock up all confidential documents
• Place all waste paper in rubbish bins
• Leave desks tidy