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Records Management Assignment

Part 1: Records Management System Case Study (50%)

Missing Files Case Study

In the scenario described, there are several common problems of record systems

afflicting the filing system I help maintain. The main problem seems to be human neglect,

evidenced by Ashley’s behaviour as she hoards records on her desk uncaring that she is

misplacing important files. As an office administrator, Ashley is a resource of the record system

and charged with its maintenance; however, by neglecting her duties Ashley interferes with

office organization, daily business operations, and risks misplacing or loosing records. At this

point, I would confront Ashley about her behaviour, and explain to her how she needs to start

setting aside 20 minutes a day for filing like her other co-workers. If we successfully get the filing

system organized again, it is possible that the three of us could reduce our daily time spent

maintaining the system. Unfortunately, if Ashley is uncooperative then I would be forced to

report her dereliction of duty to a supervisor.

As previously stated, the issue with the record system is a human issue but the blame

may not be fully on Ashley. It is possible that Ashley, who dislikes filing, might really be avoiding

filing because she is uncertain of the filing procedures in this system. In my assumption that

others know filing procedures, especially how to store and retrieve records, I have made

another common mistake when managing record systems. As a start, I would print and hang a

copy of “The 12 Rules of Filing” based on ARMA’s established rules, in proximity to the physical

the filing system for users of the system to refer to if needing guidance. To ensure Ashley

understands filing procedures, I would either organize a meeting with her and Michael to review

filing processes, or if I had time-restrictions, write a short memo regarding the basics of filing. I

would outline the procedure of reviewing, indexing, coding, cross-referencing and sorting
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documents prior to filing. I also would implement a strict policy to use charge-out guides when

removing files or documents from the system, so that files and documents could be easily

located when missing from the system.

As an alternate solution for the scenario presented, I could present the idea of switching

to an electronic record system. An electronic record system would be time consuming to set-up

and require training to use as well as many resources like scanners, computers, and servers to

effectively establish and run. Nevertheless, if an electronic system replaced our paper

documents in our daily activities then multiple users could access files at the same time

relieving the issue of misplaced and hoarded files.

References

“The 12 Rules of Filing” (n.d.). University of Idaho. Retrieved from

https://www.webpages.uidaho.edu/cte419/Offline-Modules/M6/ARMA-

12_Filing_Rules.htm
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Part 2: Managing Email (50%)

Email is becoming the dominant form for office communication, especially during a

pandemic when many professionals now work remotely. My plan for managing work email to

maximize my productivity involves strict time management, prioritizing messages, and an

organized folder system.

Time Management

I will plan to set aside a minimum of one hour every day to answer emails and organize

my inbox. This hour will be dispersed throughout my workday so as not to interrupt my workflow.

In the morning, as soon as I sign into my computer, I will set aside at least 20 minutes to review

my inbox. During this time, I will prioritize messages as important items, actionable items, items

needing information gathering prior to responding, and items to read but not necessarily

respond. Before lunch when I will set aside another minimum of 20 minutes for email related

tasks. Again, prior to the end of the workday, I will schedule at minimum another 20 minutes to

clear my inbox, follow-up on emails, and prepare for the next day. At each email check-in, I will

employ the “two-minute rule” (Mind Tools Content Team, n.d.), and respond immediately to

emails that will take me less than two-minutes to resolve, which will help keep my inbox clear.

To facilitate quick responses, I will make templates for emails such as confirmations, “thank

you” messages, or answers to general inquires when possible. I will compose a professional

automatic signature to save time when composing messages. To help keep my inbox clear, my

signature also will inform people that “emails will be answered as quickly as possible, but if the

matter is urgent to please reach me by phone”.

Prioritizing Messages in a Folder System

When organizing my inbox, the first action will be to weed out advertisements or

potential spam, that will either be immediately deleted or put in the “Junk Mail” folder. Any
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important and urgent messages, I will place in a specific folder titled “Important” which I will

return to answer after clearing my inbox of the messages that fell under the previously

discussed “two-minute rule”. Emails that will require more time to responsibly answer will be

transferred to a folder marked “Action Required”. Any email in my inbox that I need to research

or consult with others before answering will be sent to a folder titled “Obtain Information”. Email

on which I have been cc’d or bcc’d will be sent to a folder titled “To Review”. Emails that should

be kept for future reference will be retained in a folder titled “Archive”. Any email having to do

with my employment will be separated into a folder called “Personal”.

If my email exceeds a volume where a strategy of manually organizing my inbox, then I

will set up rules to direct incoming email to specific folders. One rule would be that emails I am

on the To: line will be forwarded to my “Action Required” folder. Another email rule would be to

forward email where I appear in the CC: or BCC: line to the “To Review” folder. I will be diligent

about adding senders and domains to my “Junk Email” list to keep them from clogging my

inbox.

References

Mind Tools Content Team. (n.d.) “Managing Email Effectively”. Mind Tools. Retrieved from

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