File System For Records, Documents
Assistant Chief Orlando, Fla., Fire Department
Records and documents are accumulated as a result of an office performing its mission. A filing system should exist to manage these documents.
The Orlando Fire Department Training Division, recognizing the need to develop a system whereby all staff personnel may become familiar with document handling, has developed such a system. All documents pertaining to the operation of the division are handled in accordance with this system, that all paper work may be managed and controlled in a systematic and orderly manner. The system is designed for identifying and arranging records to simplify their maintenance, reference, and dispostion.
Each file accumulated by any office is assigned a file number that corresponds with the documents filed. An exception to this rule is the suspense file.
Identification numbers
The office identification number identifies the office to which a particular File belongs, such as:
- Training division commander
- In-service training section
- Special and recruit training section
The following are major functional areas for filing all documents:
- Office management
- Personnel management
- 300 – Education
- Research and development
- Planning and programing
- Logistics and maintenance
- Orlando-Orange Fire Training Academy
- Training records
- Open
The subfunctional category is the two-digit number that follows the major functional category number. This number is assigned by our office supervisor.
A fire number is assigned to a document as follows:
- First be sure you understand the document contents.
- Check the document to be filed against the list of major function file numbers.
- Determine the major functional category number and the corresponding subfunctional category number represented by the document to be filed. If a subfunctional number doesn’t exist, one must be assigned. (A list of subfunctional categories should be developed to meet your office’s needs.)
- Subfunctional categories may be further defined by use of the decimal system.
- Once the major and subfunctional categories have been established, filing is done alphabetically.
Label information
Labels contain the following information: (a) the assigned file number, (b) the file title, (c) file description, and (d) retention information.
The position of the label on a file folder indicates the file maintenance schedule. A label on the left side of the folder indicates documents with specific retention periods. A label in the center indicates documents that continually require updating, may be superseded by more current information, or will become obsolete. A label on the right side indicates a permanent file.
Annual review
Maintenance of filing system is a continuous process. However, each December, a complete review of the system shall be conducted. The review should accomplish the following:
- Review for retention periods and disposition.
- Review for updating of file num -bering.
- Replacement of software.
A file index should be maintained so personnel can locate documents quickly.
When there are many file folders with the same subject title (and therefore the same file number), such as individual training records, they should be arranged in alphabetical order.
