Christine Shakespeare

CAPS 1300

Records Management Systems

Missing Files Case Study
Having to constantly search for missing files in a busy office is a very tedious
task, especially when 20 minutes a day is already spent filing.
Firstly, I would speak to Ashley and find out why she doesnt like filing, and remind her
that when she doesnt file her items away it creates more work for the rest of the team.
By finding out why Ashley doesnt file could be the first step to finding the solution.
Perhaps she finds the current system confusing, or the volume of filing that usually
needs to be done all at once very daunting.
In this case, we could assume that the current system needs a bit of a change; that it
needs an update to make it more user friendly. Between the three of the administrative
assistants, we could come up with a system that allows for quick filing and retrieval, and
that works for us all. By including Ashley in this process, she can make suggestions,
and we can show her how easy filing can be when following the system.
If filing is taking 20 minutes a day, it appears that items are being filed in bulk, rather
than at completion or individually. This appears to be the first failure of the current
system.
An effective file management system must:
Make filing more efficient, effective and productive
Offer quick and easy filing, and retrieval of information with a minimum of wasted
time and effort (30 seconds is considered ideal)
Ensure the integrity and continuity of record keeping despite changes in office
personnel
Follow uniform practices
Allow for easy identification and purging of inactive records
Provide clear and simple file categories
Be expandable and flexible enough to meet everyones needs
(Hurst & Gilham, 2016)
By knowing how a file management system should behave, we can see where
improvements need to be made.
Since another issue facing this team of three admin assistants is the face that often
times they cant find a file where it should be, and that they eventually find the item in
Ashleys workspace, there is perhaps another solution that can be implemented.

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Christine Shakespeare
CAPS 1300

The office could be in need of a new Charge-Out Method. When an active file has been
removed from main storage, a manual system of recording its location during use would
help track it down faster. A popular method includes having special cards with
highlighted tabs indicate that the file is OUT and with whom. The same can be done
with a coloured folder to indicate the entire contents have been removed. A description
of the items in use (placed on the card) would also help other employees determine if
the missing file is the one they need. (Kilgour & al, 2008)
These two methods could go a long way to smoothing the filing system and the working
environment, by making Ashley a part of the planning process, and making sure that
borrowed files are flagged appropriately.

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Christine Shakespeare
CAPS 1300

Managing Email
When it comes to managing email, I use several methods. Some of these
techniques stem from my last job, and some are just general best practice.
To start, I have three different email addresses. The first
is my DC mail, in which I keep all my school
correspondence. Should it be between myself and an
instructor, or for when I was searching for a Work-Study
position. Anything to do with my student life at Durham
College comes to that inbox. The other email address is
professional, and features my name only. This was used
for job applications, or any services that wish to contact
me by email. These include, but are not limited to,
cable/internet, dentist/doctor and financial
correspondence. For communicating with friends and
family (or social media in general), I have third address
which I also use with subscriptions, retail offers and
online shopping. This makes it easier to navigate, and
with a glance I can tell which inbox has received a new
message. On my phone Ive set up three different apps
that manage each inbox, so I never make the mistake of
sending an email from the wrong address or miss a
notification because it was piled under promotional
emails.
Firstly, I try to only check my email only a few times a
day, rather than keeping an eagle-eye on the
notifications. This way, Im getting in the habit of staying
on track with my work or assignments, and not splitting
my attention. This approach works best depending on the
frequency of emails coming in, and whether or not they
are time sensitive. Currently, my emails arent time
sensitive, but when I was working full time, I made sure to
have my email open in a smaller window so that I would
be able to reply quickly should a client require it, or I was
Figure 1 - Christine's DC mail file expecting a reply. Otherwise I carried on with my tasks.
folders
To keep your inbox uncluttered, its also best to delete or
file (archive) emails if they have been read/replied to, especially if they are one-offs.
This makes it easier to find specific emails, and lessen the need to search through
dozens of emails. (Duffy, 2012)

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Christine Shakespeare
CAPS 1300

Folders are a necessity when dealing with emails. Just like real folders in a cabinet keep
like documents together, folders in your email account can keep clutter contained. Be
sure to create folders or file away emails if they belong to specific person or project that
is ongoing. Categories could include, To-Do, Waiting, Reference, and Archives.
This way your inbox can become an action list of items to complete throughout the day.
(Unknown, 2017)
Also taking time once a week, once a month, or whichever frequency works best, to
delete items from the email trash folder is important. Though many email services offer
large capacities, the last thing you want to happen is that you miss an important email
because your email storage was full. Take time to delete emails from the trash bin and
free up valuable space.

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Christine Shakespeare
CAPS 1300

Works Cited
Duffy, J. (2012, March 5). Get Organized: 11 Tips for Managing Email. Retrieved from PC Mag:
http://www.pcmag.com/article2/0,2817,2401136,00.asp

Hurst, C., & Gilham, V. (2016, September). Technology and Office Procedures. File Management
Presentation-Student. Whitby, Ontario, Canada: Durham College.

Kilgour, L., & al, e. (2008). Chapter 10 - Information Management. In L. Kilgour, & e. al, Administrative
Procedures for the Canadian Office (p. 167). Pearson Canada.

Unknown. (2017). Managing Email Effectively. Retrieved from Mind Tools:

https://www.mindtools.com/pages/article/managing-email.htm