The functional approach bases its structure around the underlying functions and activities which the firm carries out, rather than trying to reflect the organizational structure it chooses to carry them out at any particular time. Although the same department may be known as Human Resources, Personnel & Staff Development and Staff Welfare in as many years, the roles it carries out will largely remain constant: recruitment, appraisal, training, disciplinary procedures etc (Bhavani andThuraisingham 51-53). By basing our structure on these underlying functions and the activities which are carried out achieve them, we should have a far more stable filing system.
It should also be easier to navigate by those who do not have a detailed knowledge of the area in question as it does not rely on obscure department-specific names or acronyms. To exploit the electronic filing options to attain Powerful filing flexibility - the same document can be filed under several references such as Name, Document Number, and Date - not possible with paper documents or computer files unless copies are made. This lays the foundation for very effective retrieval tool.
Indexing a document is an easier and simpler task than giving it a complex filename and having to save it to a particular named Explorer folder. Integrating the filing of other electronic files as well as paper documents enables you to achieve one consistent and logical filing structure for ALL your documents. To free staff from the drudgery of bulk paper filing and intuitive additional tools help streamline work processes even further. For some time there has been a worry for how long will the manual filing processes continue thereby creating unproductive effort of having to capture data from hard copy.
My research estimates that on average the accounting firm spends 72 percent of its total time to do calculations and filing which is done manually (Bhavani & Thuraisingham 73). The efforts by the accounting firm to introduce electronic filing systems is ambitious and laudable.
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