Filing Systems -Implementation

Creating files
The first stage of implementing any new system is to create the repositories for the hard copy and digital documents. This means creating a physical file and an electronic folder

Training
For any system to work, it is important that staff feel comfortable and confident they can use it. An essential part of our work is to provide training for both individuals and groups on the new systems and processes.
We also provide mentoring to ensure that advanced users are comfortable coaching staff. This transfers knowledge to the organisation and these ‘local experts’ will be able to introduce new staff to the records classification structure, policies and guidelines in the future

Legacy Records
There will be some records and documents that are no longer current (you may refer to them once a year) and so they do not need to be transferred into the new system. However you still need to know where they are. Our expert listers will list these documents and records to Archives New Zealand Standard.
Under the Public Records Act 2005 it is illegal for any public entity or staff member working in a public entity to dispose of (destroy or transfer to Archives NZ) any record or document with out permission from the Chief Archivist. For private sector businesses it could prove disastrous to accidentally dispose of a record that you are legally obliged to keep.

Filing Systems - Implementation