Page 26 - TESIS ADJUNTA DE BUSINESS

The File Department

Mr. Pedro Miranda

Juana López

The management has instructed us to determine whit the File
Department has not satisfactory carried out is duties; that is, to
preserve valuable documents and provide immediate information. This
report is a study of the problem and include suggestions for some
possible solutions.

The problem, which has cost many complains for the employees is on
the control system than is used for the documents which are taken
from Mr. Robert Brown desk in spite on the fact that the employees
are very competent and there are no questions about the quality of
his work, the present method of control basses considerable delay
returning documents from various offices, to the main file.
The delay which many employed have experienced in obtaining material
on loan from the main file results in the loss valuable walking time.
Also, delays the rate of work and the production in the departments
that depends of the files as a solve of material. The almost fire
in the File Departments as a result of this is quite tense.

It is obvious that the only way to improve the operation of the File
Departments so that it full feels its objectives, is to change the
control system and some of this structure. These changes can be made
with the approval of Mr. Brown, who has dedicated many years of
efficient and loyal service to the company.

Suggested changes:

a) Establish a circuit control system, in which the files which
are needed by various departments would be given out to the
person whose names appears first on the requisition care and
returned by the last person used them there good also be a need
for a transferal card, which is person who uses the files would
sign, and there be take on the responsibility for the
documents.

b) I also recommend the used control, card within an alphabetical
guide which an alphabetical guide which corresponds to each
month and the number guides for each day this card file on Mr.
Browns desks would enable him to know at glares where the
documents are.

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