File Keeper Onboarding Checklist

File Keeper Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new File Keeper starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new File Keeper, you’re in the right place. We’ve put together a sample File Keeper onboarding checklist below and have created onboarding templates & resources to help.

File Keeper Onboarding Checklist

1. Introduction to company policies and procedures: The file keeper should receive a comprehensive overview of the company’s policies and procedures, including guidelines for file organization, document retention, and data security. This task is typically performed by the HR department or a designated supervisor.

2. Familiarization with filing systems: The file keeper should be introduced to the various filing systems used within the company, such as physical filing cabinets, electronic document management systems, or cloud-based storage platforms. This task is usually performed by a senior file keeper or a supervisor.

3. Training on document categorization and labeling: The file keeper should receive training on how to categorize and label documents accurately to ensure easy retrieval and efficient file management. This task is typically performed by a senior file keeper or a supervisor.

4. Introduction to file tracking software: If the company utilizes file tracking software, the file keeper should receive training on how to use the software effectively. This may include learning how to create new files, update file statuses, and generate reports. The IT department or a designated software trainer usually performs this task.

5. Understanding data privacy and confidentiality: The file keeper should be educated on the importance of data privacy and confidentiality, as well as any legal or industry-specific requirements related to handling sensitive information. This task is typically performed by the HR department or a designated supervisor.

6. Collaboration with other departments: The file keeper should be introduced to key personnel in other departments who may require file management services. This includes understanding their specific needs, preferred file formats, and communication channels. A supervisor or department head usually facilitates this task.

7. Shadowing experienced file keepers: To gain practical experience and learn best practices, the file keeper should shadow experienced colleagues. This allows them to observe how files are managed, organized, and retrieved efficiently. Senior file keepers or supervisors typically perform this task.

8. Reviewing existing files and records: The file keeper should review existing files and records to familiarize themselves with the company’s filing system and gain an understanding of the types of documents typically handled. This task is usually performed independently by the file keeper, with occasional guidance from a senior file keeper or supervisor.

9. Establishing file retention schedules: The file keeper should work with relevant departments to establish file retention schedules, ensuring compliance with legal requirements and company policies. This task may involve collaborating with legal, finance, or compliance departments, and is typically overseen by a supervisor or department head.

10. Creating a disaster recovery plan: The file keeper should collaborate with the IT department or relevant stakeholders to create a disaster recovery plan for files and records. This plan should outline procedures for backing up files, ensuring data integrity, and recovering files in the event of a disaster. This task is typically performed in collaboration with IT and overseen by a supervisor or department head.

11. Regular file audits: The file keeper should conduct regular file audits to ensure accuracy, completeness, and adherence to established filing procedures. This task involves reviewing files, identifying any discrepancies or errors, and taking corrective actions. The file keeper typically performs this task independently, with occasional guidance from a senior file keeper or supervisor.

12. Ongoing professional development: The file keeper should engage in ongoing professional development activities, such as attending workshops, webinars, or conferences related to file management, data security, and industry trends. This task is typically self-driven, but the company may provide resources or support for professional development.

Overall, these onboarding tasks aim to equip the file keeper with the necessary knowledge, skills, and resources to effectively manage and organize files within the company, ensuring efficient retrieval, data security, and compliance with relevant regulations

Setting Up Your Employee Onboarding Process

From reading through the items in the example File Keeper checklist above, you’ll now have an idea of how you can apply best practices to getting your new File Keeper up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.