What you will know and be able to do
Seven modules. Each one focused on a specific, practical skill. Together they form a complete records management system for your office.
Filing Classification Schemes
A filing classification scheme is the backbone of any records system. Without one, files accumulate wherever they fit at the time, and finding them later becomes guesswork. This module teaches you how to design a scheme that reflects the actual functions of your office.
You will examine three approaches: subject-based classification (organized by topic), function-based classification (organized by what the office does), and alphanumeric systems (combining letters and numbers for large collections). The module includes worked examples from both government and private sector offices in the Philippines.
What you will be able to do after this module
- Identify the record types your office generates and receives
- Choose an appropriate classification approach for your office's size and function
- Draft a complete classification scheme with primary and secondary categories
- Document the scheme so new staff can follow it without explanation
Color-Coding and Labeling Standards
Color is one of the most powerful tools in physical records management. A well-designed color system lets anyone locate a file category at a glance, spot a misfiled folder immediately, and maintain consistency even when staff changes.
This module covers how to assign colors to classification categories, the practical limits of color systems (how many colors are actually usable), standards for folder tabs, label font sizes and abbreviations, and how to document the system so it can be replicated across multiple filing cabinets or rooms.
What you will be able to do after this module
- Design a color-coding system that maps to your classification scheme
- Write labeling standards that any staff member can follow
- Create a color reference chart for your office
- Apply labels consistently across physical and digital folders
Digitizing with a Flatbed Scanner
Scanning paper records sounds simple. In practice, offices produce inconsistent, unusable scans because nobody established standards for resolution, file format, page orientation, or quality checking. This module fixes that.
You will learn the appropriate resolution for different document types (contracts, photos, handwritten notes), when to use PDF versus TIFF versus JPEG, how to handle fragile or oversized documents, and how to set up a batch scanning workflow that a single person can manage efficiently. The module uses a standard flatbed scanner — no specialized equipment required.
What you will be able to do after this module
- Set scanner resolution and format appropriately for each document type
- Process a batch of documents efficiently without quality loss
- Check scanned output for completeness and legibility before archiving
- Handle fragile, bound, or oversized documents safely
File Naming Conventions
A file named "scan001.pdf" is effectively unfiled. A file named "2026-03-15_HR_LeaveApplication_Dela-Cruz-M_v1.pdf" can be found, understood, and sorted without opening it. The difference is a naming convention applied consistently.
This module establishes a naming structure that works across all file types in your office. It covers date formatting (ISO 8601 and alternatives), department or function codes, document type identifiers, version numbering, and the discipline of applying the convention to every file, including scanned documents from Module 3.
What you will be able to do after this module
- Design a file naming convention for your office's specific document types
- Write a naming guide that staff can reference without asking
- Apply the convention to both new files and backlogged scanned documents
- Handle version control for documents that go through multiple revisions
Retention Schedules
Keeping everything forever is not a records management strategy. It is a storage problem. Retention schedules define how long each type of record must be kept before it can be reviewed for disposal. They protect the office from both premature destruction of important records and unnecessary accumulation of records that have no further value.
This module covers the concept of a retention schedule, how retention periods are determined (regulatory requirements, operational need, historical value), and how to build a retention schedule for the record types in your office. Examples draw from general disposal schedules applicable to Philippine government agencies and common practice in private corporations.
What you will be able to do after this module
- Understand the basis for retention periods (legal, operational, archival)
- Build a retention schedule for your office's record types
- Apply retention periods to both physical and digital records
- Identify records that are approaching the end of their retention period
Disposal Authorization
Disposing of records without proper authorization exposes an organization to serious risk. This module covers the complete disposal process: identifying records that have reached the end of their retention period, preparing a disposal list, obtaining the required approvals, carrying out disposal (shredding, deletion, or transfer to an archive), and documenting the entire process.
The module addresses the specific documentation required for government agencies in the Philippines, including the role of the National Archives of the Philippines in the disposal of public records. For private corporations, it covers internal approval workflows and documentation practices.
What you will be able to do after this module
- Prepare a disposal list from your retention schedule
- Identify the approvals required before disposal can proceed
- Complete a disposal authorization form correctly
- Document completed disposal so there is a clear audit trail
Transitioning to Cloud-Based Document Storage
Moving to cloud storage does not mean abandoning the organizational logic you have built in Modules 1 through 4. It means migrating that logic into a new environment. This module covers how to replicate your classification scheme and naming conventions in a cloud storage platform, how to set up folder structures and access permissions, and how to manage the transition from a mixed paper-and-local-digital environment to a primarily cloud-based one.
This is operational training, not IT consulting. The focus is on what the administrative assistant does: organizing folders, naming files, setting sharing permissions, and maintaining the system over time. It does not require technical expertise or IT department involvement.
What you will be able to do after this module
- Replicate your physical classification scheme in a cloud storage folder structure
- Apply your file naming convention to uploaded documents
- Set appropriate sharing and access permissions for different record types
- Plan and execute a phased migration from local to cloud storage
Ready to start building your filing system?
Contact us to ask about enrollment, session schedules, or on-site training for your team.
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