A report card from 2019, a fee receipt, a teacher's contract: every paper needs a known place. This guide gives you the method.
Five steps
- Take stock of what you have: cupboards, boxes, binders.
- Draw up a plan: broad headings, not too many.
- Give a code to each file: a short code, written on the folder.
- File folder by folder, without mixing years.
- Keep a list of the files: code, contents, year, where it is stored.
A filing plan, heading by heading
| Code | Heading | Example contents |
|---|---|---|
| A | Students | Enrolment files, information forms |
| B | Studies | Report cards, attendance registers, exam results |
| C | Staff | Files of teachers and other staff |
| D | Finance | Fee receipts, invoices, cash books |
| E | Administration | Letters, decisions, minutes |
Example: fictional plan. Adapt the headings to your school.
How long should you keep them?
Each heading has a retention period. Destroy nothing without knowing it and without a written record of the destruction. The periods are set by the rules.
Common mistakes
- Filing in order of arrival: nothing can be found again.
- Mixing several years in one folder.
- Lending a file without noting who has it and for how long.
Frequently asked questions
Where do I start filing?
With a filing plan: the list of headings where each paper of the school will have its place. Then file heading by heading.
Should I keep the paper originals after scanning?
Yes, until you have checked the digital copies and their backup. Always keep the original intact.
Find a file by a written request
Tell us about your school and we will show you KUP on your own papers.