Missing Files Case Study

To address this problem, I think the first thing that should be done is talking directly to Ashley

about the importance of properly filing her documents. Also, assuring that she understands the

company's expectation/standard of filing and that all employees are following the same guidelines

because consistency is key. It is important to explain that it is not fair to the rest of the staff to

consistently pick up her slack. I am sure that the other employees do not enjoy filing either but it is

something that everyone must do for the company to run efficiently.

Some strategies I could use to encourage Ashley to complete her filing would be to start

primarily with explaining more efficient ways she could complete the task. Leaving the documents out in

the open on her desk can cause an information security issue. She is leaving the documents accessible to

anyone at any time by not digitally filing them. This can result in the company being in big trouble if the

documents come into the wrong hands. The PIPEDA law will also be affected, as any lost documents are

no longer accessible to the client or the company (Kilgour 163).

All though having all employees’ use the electronic filing system would be the best option for

the company, an alternative root may be taken. Preparing a system for visible filing or paper filing may

also take effect. It is important for Ashley to make sure she keeps the paper filing system neat and tidy

for any future use of the documents. Firstly, Ashley must learn the 5 steps to visible filing (Kilgour 164):

1. Reviewing

2. Indexing

3. Coding

4. Cross-referencing

5. Sorting
 The most important initial step Ashley must take is to carefully review the file, to assure she is

correctly filing it. Also, if documents appear to be stapled together it is important to decide whether

they should be filed together or separately. Then, she must code index the file alphabetically using the

correct Units. This process determines which name the documents will be filed under, whether it is a

personal name or company name. Next, Ashley must code the documents according to how they were

indexed. For example, if the document is indexed according to a person or company name, the first unit

will be used as the code or keyword.

After the coding is complete, the next step would be to cross-reference the document. This

means that a document could be called two different names, or be accessed at different times. The

document should be able to be located under either name that is given. For example, a document may

be filled under a company name, but only an employee name is given (Kilgour 166). The document

should be able to be accessed by that employee’s name as well. Lastly, Ashley must sort all of the

existing paper files into their respective categories before the actual filing begins (Kilgour 166).

Purchasing a sorting tray is the most efficient way to sort the documents, while still keeping them neat

and easily accessible.

In conclusion, I think having both electronic and paper files could result in confusion. However,

it could be worth a try and encourage all employees to properly file company documents. Ashley might

not be the only employee to benefit from this change or could realize that it is a lot easier just to file all

documents electronically.
References
Kilgour, Lauralee. "Information Management." Kilgour, Lauralee. Administrative Procedures for the
Canadian Office. 9th. 2008. 162-188. paperback.