We’ve worked for a few weeks now on building a functional and practical records management system. However, it won’t stay that way for long if we neglect routine maintenance. For those comparing our records and information management system to the S.P.A.C.E. model of organizing, we’re now working on our equalization step.
Daily or weekly maintenance
I prefer to spend 5 minutes at the end of every day (usually right after supper) and do the following:
- Clear receipts from my wallet and file them in the inbox for reconciliation with bank statement.
- Check other locations in the house (e.g., mailbox, spouse’s purse/wallet) for receipts and documents and place them in the inbox.
- Move receipts from my email inbox to the receipts folder on my hard drive and file the email.
- Move any files from my downloads folder and desktop and place them in the appropriate electronic filing cabinet folders.
We have a busy household so it is more effective if I perform these tasks daily. Some people may find it easier to perform these tasks on a weekly basis. In my experience, leaving these tasks for longer than a week may result in lost receipts and generally makes maintenance tasks more time-consuming than necessary.
Your inbox should be completely cleared monthly. It doesn’t matter what day in the month you choose to do your maintenance. If all your bills are paid by the 13th of the month, then you could choose that day. You could also choose the last Sunday of the month — whatever works best for your schedule. Monthly maintenance should usually take no more than 30 minutes as you can rely on your retention schedule to indicate where records should be filed and how long they should be kept.
- Reconcile your bank statement and dispose of any receipts (paper and electronic) no longer required.
- Scan paper receipts for high-value items or items that you’re keeping long-term, especially those printed on thermal paper as they are subject to fading over time. Move scanned receipts and any similar electronic receipts to your Guarantees and Instructions folder for long-term storage.
- Check your retention schedule and dispose of any records (paper and electronic) you no longer need or any that you can move to your inactive folders.
- Check your electronic file names and ensure you’re adhering to the file naming system you set out (typos are possible!)
Annual maintenance can be done at any time during the year. January 1st is a popular time because it is the beginning of the new year but may not work for some people because of the holiday season. March/April might be a good time for annual maintenance as it is around the same time as you would file your income taxes and you are probably working through your files anyway.
Whatever time of year you choose, I suggest scheduling about four to six hours for annual maintenance. You could do it all at once or spread the work over several days. Here are some things that should be done during your annual maintenance.
- Evaluate your system. Is there is anything you’d like to adjust? Would you prefer to have all your insurance documents in one file, or would you prefer to have them split so auto insurance is filed with your other automobile documents, and house insurance is filed with other house documents? The annual maintenance period is the best time to make those changes.
- Review your retention schedule. Using your citations, ensure there have been no changes to retention times for your records. If there have been changes, update your retention schedule and save it with a new file name rather than over-writing the old file. This way, you’ll be able to look back and see the previous rules you had for document retention. (This could be important if you are ever audited.) Remember to update the location of documents if you’ve made changes.
- Check each company or agency you deal with (bank, credit card, electric, phone, etc.) and ensure copies of all statements, bills, receipts and slips have been downloaded or received. Make arrangements to get copies if you don’t have them.
- Review email folders and ensure all receipts are transferred to the appropriate folders on your hard drive.
- Transfer all receipts you can claim on your income taxes (tuition receipts, charitable donations, etc.) to the current year’s Income Tax Note any items that you may be missing and follow up with the agency to make sure you get the documents you need to file your taxes.
- Move receipts from important purchases (e.g., high value items and those still under warranty), from the current year’s receipts folder to the Guarantees and Instructions Scan receipts if you haven’t already done so during your monthly maintenance. Retain these receipts as this shows proof of ownership should you require repairs to the items or if they are lost due to fire or theft.
- Review items in your Guarantees and Instructions folder and dispose of any receipts and instruction booklets for items you no longer own.
Once your annual maintenance is complete, move your inactive paper records to storage to clear a space for your new, incoming active records. On your computer, create a new “filing cabinet” folder with all of the same sub-folders for your new, incoming electronic records.
With your annual maintenance complete, you’ll be ready to start a new year of records management with ease.
We hope you’ve enjoyed our series on records and information management. Feel free to participate in our Information Management Forum and share your challenges and successes.
Other posts in this series:
- RIM: Part one, Generally Accepted Recordkeeping Principles
- RIM: Part two, record types and records inventory
- RIM: Part three, retention schedule
- RIM: Part four, disposition of paper and electronic records
- RIM: Part five, scanning paper records
- RIM: Part six, building a filing system
- RIM: Part seven, records maintenance