Records and Differences Between Them

Task One.

You need to write a report critiquing a given filing scheme, suggesting an alternative, and explaining   why it would work better.

This report is to clarify the problems facing Food Ex Ltd due to it's current classification scheme that is in place and to recommend changes that are to the benefit of the company.
To begin the current classification scheme is   incorrectly applies to many records related concepts   for example....
  Case Files : Case Files are files that are related to a specific topic/ investigation or form of administration action , the most common example to demonstrate would be a paitents file at a doctors surgery.
  Subject files : subject files are a collection of documents that all relate to the same topic or subject.
  File coding : File coding is a specific coding system that enables items to be located and identified quickly within an organisation.
  Non records : non records are any items that dont fit within the current system being employed by the organisation . Any records or partial records that dont have a particular place or already are filed away but are copies of something already in the system .

The current system doesnt work for Food Ex Ltd as it is too general and staff are unable to locate specific items or documents as they are unaware where to locate them .   The lack of staff training is also an issue they need to be trained on how to navigate the system and indeed need to learn more about the organisation and how it all works to get a good grasp on how the indexing systems are arranged and instigated. Double and triple copies can be tricky to file and keep under check and if staff don't know how the system works or interpret it differently to other staff there can be a lot of misunderstandings.

I would recommend that Food Ex Ltd employ a Function based classification scheme . This scheme   would reflect how the buisness works and what the buisness is about as it works as a directory of or...