Implementation of Traditional Filing and Records Keeping System by Organization - Paper Example

Introduction

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Over the years, various companies globally are faced with different kinds of challenges that end up affecting the organization in the long run. These problems vary from economic, social, technological and also managerial issues. In most cases, such matters affect the general productivity of the workers and also lower the profits of the organization. With the increasing demands of clients globally, organizations should adopt modern and more efficient procedures that will ensure the customers have a sense of satisfaction. There should be an effective co-ordination between all relevant stakeholders in an organization to ensure that the challenges being faced are dealt with accordingly. All suggestions presented to the managing board of directors by the workers should be critically reviewed as they can have benefits towards improving the organization's performance. By doing so, the company's profits will undoubtedly grow, and the challenges addressed adequately. This proposal aims at dealing with a challenge in this business, putting into consideration appropriate recommendations and solutions that can be implemented.

Problem

In this company, manual filing system has been in use since its initiation. This organization accumulates various types of records that entail financial information, information about clients, employees, and vendors. This traditional method involves storing of all of this information in paper files within folders and filing and cabinets. Though not complex, this method of record keeping is expensive in the sense that a lot of time is needed to file or retrieve information from the respective files and folders in the cabinets. Misplacement of information is also familiar with this type of record keeping, and this might result in a client's information getting mixed up with another's. This is a great challenge to this organization as it affects the output.

Related research on the problem

According to Hamilton (2003), traditional filing systems are cumbersome in that they limit the users to edit files or even send information to other users quickly. Often, paper files cannot be edited directly, therefore making users make new copies to update old files. Distribution of data on paper files forces users to mail, fax or scan the data which is time-consuming. Also, information can get out of order in traditional filing systems. If a user accidentally puts a file in the wrong place or forgets to put back a file after using it, it can lead to loss of the data or even creation of duplicate copies. Also, traditional filing systems are not usually standardized, and thus individuals use their language that might not be understood by other users. These are just sample disadvantages that come along with manual filing systems in an organization. (Tanenbaum, 2007).Recommendations or solutions

To curb this problem in the company, adoption of an electronic filing system can be done. This will enable the organization to file all the relevant documents electronically (Menachemi, 2011). Through this electronic filing system, documents will be efficiently secured and managed in a central repository, on-premise or the cloud, without wasting space and resources handling confusing duplicates and continuous recreation of information. Instead of the inefficient manual storage and processes that consume substantial space and waste of time, the electronic files will put all the documents in an easy-to-search system where a user can retrieve whatever information they want, whenever they want it in a very short time. Adopting this modern record keeping system will also help save the company space, as there will be no need of bulky folder and files cabinets.

Feasibility and practicality

This system is feasible and can practically be implemented in the organization given that most of the employees are computer literate. All the workers and users of the organizations can be trained prior the installation of the electronic filing system, on its use. This will promote effective data management and distribution not only within the organization but also to the rest of the external users such as clients.

Budget

Adoption of a new system will have a budget that involves installation of a modern and efficient electronic filing system, training of the employees by professional, acquiring new computers, and also setting up a functional Wi-Fi system around the organization to aid in sharing of relevant information. The budget is broken down below:

1. Installation of the electronic filing system- 1000 USD

2. New Computers and other appropriate accessories- 1500 USD

3. Training of the employees- 300 USD

4. Wi-Fi system- 100 USD

Costs

Traditional filing and records keeping system will incur a cost to the organization as important records might be misplaced or disorganized. It will also cost the company as a lot of time is lost during data saving and retrieval.

Potential profits

By adopting the modern electronic filing system, a lot of time will be saved and therefore boost productivity. This will reflect greater benefits in the long run. A lot of funds will be saved as no papers, files or cabinets will be needed for data storage.

Ethical dilemmas

This system might, however, have ethical dilemmas, as the speed and efficiency of electronic information systems tend to force individuals to confront entirely new rights and responsibilities in the use of information and also to reconsider standards of conduct shaped before the initiation of computers and other technology.

Lost opportunities

The organization might loose on very many opportunities as the rest of the competing companies have adopted electronic methods of record keeping. This will put our organization on the losing end of the global market.

Consequences of not acting

Failure to change the filing and record keeping system in this group might result in more time lost and disorganization of data. This will affect the operations within the organization in the long run.

Conclusion

In conclusion, more consideration should be put towards this problem to safeguard the company's future. An electronic filing system will help all the stakeholders from CEO, Board of Directors, employees, and other external users. There will be ease in creating new and retrieving files and thus improved productivity in the organization.

References

Hamilton, W. T., Round, A. P., Sharp, D., & Peters, T. J. (2003). The quality of record keeping in primary care: a comparison of computerized, paper and hybrid systems. Br J Gen Pract, 53(497), 929-933.

Menachemi, N., & Collum, T. H. (2011). Benefits and drawbacks of electronic health record systems. Risk Manag Healthc Policy, 4, 47-55.

Tanenbaum, A. S., & Van Steen, M. (2007). Distributed systems: principles and paradigms. Prentice-Hall.