Assessment Method: Paired workplace research and process map 1. Work in pairs to research and record a process map (flow chart) for filing and record keeping. The process map should include;
1.1. Sorting, handling and storage procedures for records
1.3. Document handling protocols for each of the following.
1.2. Rules of the filing system
1.4. Incoming correspondence
1.5. Outgoing correspondence
1.6. Financial correspondence
1.7. Legal documents
1.8. Confidential records
1.9. Obsolete documents for archiving
In this assessment method, employees will work in pairs to research and create a process map or flow chart for filing and record-keeping. The process map should include the following elements:
1.1 Sorting, handling, and storage procedures for records: This section should outline the steps for sorting records based on relevant criteria (e.g., date, client name, document type), handling records in a secure and organized manner, and storing records in appropriate locations (e.g., filing cabinets, digital databases).
1.2 Rules of the filing system: This section should explain the rules or guidelines for the filing system used in the workplace. It may include information on labeling conventions, file naming conventions, and the overall structure or hierarchy of the filing system.
1.3 Document handling protocols for each of the following:
- Incoming correspondence: This section should outline the procedures for receiving, sorting, distributing, and responding to incoming correspondence (e.g., letters, emails, faxes).
- Outgoing correspondence: This section should outline the procedures for preparing, formatting, reviewing, and sending outgoing correspondence (e.g., letters, emails, faxes).
- Financial correspondence: This section should outline the processes for handling financial documents (e.g., invoices, receipts, financial statements), including procedures for recording, reconciling, and storing financial records.
- Legal documents: This section should outline the procedures for handling legal documents (e.g., contracts, court filings), including protocols for ensuring the accuracy and confidentiality of these sensitive records.
- Confidential records: This section should outline the protocols for handling and storing confidential records, including procedures for ensuring data privacy, restricting access to authorized personnel, and implementing security measures.
- Obsolete documents for archiving: This section should outline the procedures for identifying and archiving obsolete or outdated documents. It may include protocols for determining which documents are no longer needed, transferring them to an archive area or system, and establishing retention periods for different types of records.
By conducting research and creating a process map together, employees can gain a deeper understanding of the filing and record-keeping procedures in their workplace, identify areas for improvement, and ensure consistency and compliance with relevant protocols.