Keeping track of important files and documents has been a long-standing tradition in human societies. Though it may sound like a boring topic, record keeping is actually an important part of our history and of our culture today.
History
The earliest forms of written languages that we know of--even stone tablets and papyrus scrolls--seem to have been driven by our need to record our society's laws, governing entities, births and deaths, medical records and other important information. As our cultures became more sophisticated, so did our records of those societies: from the scrolls and clerks of Rome to the centers of learning in monasteries in the Middle Ages, we have always tried to keep track of our ever-changing communities and regions. In the 21st century, our record keeping has evolved to include mechanically typed and electronic data filing systems, made simpler by advances in the computer industry allowing for data storage and electronic documents.
Function
A record keeping system allows a person or organization to file, track and manage documents and records. These can include financial information, legal documents, records of payments and credits, and other important business or personal records. Most systems follow a set of rules for input and output of documents and provide specific requirements for anyone using, transmitting, copying, or moving data.
Types
Most record keeping systems can be classified in one of two ways: personal or professional. Everyone's personal record-keeping system is a little different, and there's no standard method to follow when creating your own. Most people use a filing system for bills, legal documents and other important records, and many also have a system for incoming and outgoing mail. Some people create household budgets, to-do lists and other tasks to keep their records in order and provide stability to their everyday activities. However, you can create a system with only the elements that feel comfortable to you; it's important to have a system that you will actually use rather than one you dread working in. Outside the home and at the professional level, you'll find that many organizations have specific filing requirements that are used across a discipline or specialty. Accountants, auditors and tax advisers all have a set system of rules to follow in their record-keeping; many grant and loan agencies require recipients to keep their records in a particular system.Governments are required to keep certain formats of records for a specific number of years to comply with open records laws.
Benefits
The benefits of staying organized extend beyond simply being able to find something when needed. Studies have shown that people who feel organized often also feel more in control of their lives and are often healthier than those who feel overwhelmed or chaotic. Additionally, having a working system of record keeping--and sticking to it--can open more opportunities for you in your career and home life, by allowing you the access to records and background that you need for nearly any business transaction, large purchase, or life change. At the business or government level, successful record keeping can mean the difference between running a business efficiently and losing valuable time and resources in trying to sort through the hundreds of documents created each month.
Considerations
If you're considering creating your own filing system for personal or home use, experiment with a few different ways before settling on one that's most comfortable for you. If you're in a small business, check with your financial adviser or tax specialist before setting up your system to see what their requirements are; if you have an auditor, make sure to also contact their office to see what their priorities will be at the end of each fiscal year. This can save you time and money during the end-of-year accounting. If you're working for an organization and learning about its filing systems, you can check the associations that govern that industry's records (for example, check with your industry's leading association or the state and federal governments in your area to see what their requirements are).
