A Basic Approach

No filing strategy: You create no folders, keeping all emails in the inbox.

Filing system: You use a simple filing scheme based on topical areas. In this way, you can incorporate your office’s records retention and disposition schedule.

You use a combination of filing system and usage of inbox to store emails.

Deal with bad electronic filing systems now, the problem will only get worse as more records are created.

Plan ahead--coordinate with paper filing system.

Create a directory tree with primary subjects divided by secondary subjects.

Keep all files together in a central directory/ folder.

Each folder and each file needs a logical place in the filing structure, so arbitrary decisions are limited.

Filing structures must be easy to understand.

Focus on business processes, not records. Define activities associated with each

business process. Determine how records are retrieved and

accessed. Use consistent terminology.

While there are no limits to the number of sub-folders that you can create, your filing system may become confusing if you have more than 3 or 4 levels of sub-folders.

Follow the ABC Rule; use titles that are: Accurate, Brief, and Concise.

Use default application file extensions. Titles should have only one interpretation. Avoid repeating the folder name in file

name. Determine subject content when naming. Use version numbers, if necessary (useful

for e-mail attachments) Be consistent with case numbers, dates,

upper vs. lower case

As new projects are started and new records are created the filing system will need to change.

As some folders grow they may get too large and will need to be divided.

Eventually some folders may need to be eliminated or combined with others.

Managing a filing system is an ongoing process.