The care and weeding of office records

Article Abstract:

The use of paper in offices continues to rise despite the development of microfilm and computers. The Association of Records Managers and Administrators estimates that the average firm could immediately do away with one third of its paperwork, and transfer another one-third to inactive storage. Files that can be easily accessed result in greater office productivity and lower costs. Files can be kept manageable by developing a correspondence management program, following a retention schedule, and purging files at least once a year. Alternative methods to traditional filing systems include microfilm and microfiche. Computers are being used more frequently to manage records, although floppy disks can pose security problems. Optical disks have enormous storage capacities, but optical systems are very expensive. Companies that need to reorganize their filing systems immediately should use open-shelf filing cabinets with full end-tabbed color-coded folders. Suggestions for managing records include: centralizing the management of records under one person, keeping paper and storage space to a minimum, using lateral shelf filing, simplifying file classification systems, using color coding systems, and holding orientation sessions for personnel on the proper procedures for managing the filing system.

Management, Office automation, Filing systems, Paperwork (Office practice)

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How to do a better job of buying office supplies

Article Abstract:

When selecting an office supplies vendor, office managers should consider: the size of the office and the economic order quantities required by suppliers; national mail-order suppliers, which usually offer more competitive prices than non-metropolitan suppliers; and the frequency with which supplies will need to be ordered. The best office supply firms should provide: explicit pricing policies; good quality merchandise in all categories; prompt service and delivery; helpful customer service personnel; and the stability to offer support after the sale is complete. Guidelines are provided for placing orders, receiving orders, reviewing supplier bills, and eliciting adequate after-sale service in the form of product guarantees and return policies.

Methods, Purchasing, Office equipment and supplies, Office supplies, Economic aspects, Office management

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Program replaces flowers for office support

Article Abstract:

A seminar entitled, 'Professionalism begins with me', developed by Professional Resources Inc., was attended by 3,500 secretaries, clerks and office support personnel from 3M Company in 1985. The program identifies six aspects of professionalism and four work styles shown by employees in support and administrative positions. The six professional aspects analyzed are: goal setting, commitment, responsibility, information management, decision-making and offering professional support to others. The four dominant personality styles discussed are: feelers, thinkers, intuitors and producers. Participants were encouraged to identify their own styles and to seek ways to improve their professionalism by altering their styles.

3M Co., Human resource management, Office workers, Office practice, Secretaries, Secretaries (Office), White collar workers

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