Getting Started: Basics of Record Keeping and Organization

Format Selection

Choosing the right format for your documentation is crucial for long-term success. Consider these common formats:

• Text documents for detailed procedures
• Spreadsheets for structured data
• Databases for complex information
• File hierarchies for document organization

Categorization Systems

Effective categorization helps maintain order and accessibility:

• Process-based organization
• Departmental structure
• Chronological arrangement
• Topic-based classification

Common Terms

IBKR

Integrated Backoffice Knowledge Resource

SOP

Standard Operating Procedure

MOD

Modification

TST

Test

Benefits of Systematic Storage

• Improved accessibility
• Enhanced data security
• Better version control
• Reduced redundancy
• Easier knowledge transfer

Common Mistakes to Avoid

• Inconsistent naming conventions
• Poor version control
• Inadequate backup procedures
• Unclear categorization
• Insufficient documentation

Maintaining Change History

Proper change logging ensures transparency and accountability:

• Date of modifications
• Description of changes
• Reason for updates
• Responsible personnel