FILING SYSTEM

Our filing system is / is not based on one of the commercially available systems. We use TIDY FILES / OPTIPLAN

It is an alpha / numeric based system.

The policy and claims numbering formats in use. A summary of the formats for the policy and claims labelling/numbering are as follows;

Step
1.
2.
3. / .
4.
5.
6.

(NB: the intention here is to detail – claims and U/W those policy/claims prefixes in use/used with a brief explanation as to what they indicate e.g. policy type, insurer etc)

To maximise the effective use of the system there are a number of basic rules to be followed.

MANAGING THE FILING SYSTEM

How do you recognise a file?

Certain colours are being used by each distinct area of the operation to assist in the easy identification and location of files. (DO YOU?)
The file colours are as follows,
Underwriting - ?
Underwriting further identify the types of files they create as follows;
Can you recognise the type of product or underwriter from simply looking at the file?
Underwriting - ?

File construction

UNDERWRITING

The policy number should be written on the front of the file – This will assist in differentiating different policies for the same client and when filing in the cancelled/lapsed filing system.

The month of renewal or anniversary month should be noted on the front cover by highlighting the appropriate month.

The file structure should be as follows;

The left hand side of the file should consist of only the ?????

The right hand side should consist of ????????????? and the

“FILE CONTROL SHEET”

All files

The names should be written on the file as follows

Private name

Cameron De Koker De Koker C

Mike Venter Venter M,

John Smith Smith J,

Esme Van Heerden Van Heerden E,

Commercial name

J P Aswegen t/as Cargo planners

P R Prop t/as P J Hauliers,

R T Bester t/as M&J Vervoer

Cargo Planners (JP Aswegen t/as)

P J Hauliers (P R Prop t/as)

M&J Vervoer (R T Bester t/as)

How do you maintain a file?

There is a standard to be followed when making up and maintaining a file. This standard differs from claims to underwriting files but there are some general tips
Where originals and faxed copies are received only keep the original one and discard the other. Failure to do this “clogs” the file with unnecessary paper.
Avoid the use of staples – paper clips should be used as far as possible.
Who is responsible for the overall filing process?
How do you put the files in the cabinet?
How do you find a file that has been removed from the cabinet?
There is a specific tool available to assist in the tracking of files once taken out of the cabinet. This tool is known as the FILE OUT card.
It is a card with a FILE OUT and is demarcated to allow details of people and dates to be input on it.
The procedure is that whenever a file is removed from the cabinet the persons details to whom the file is going must be placed on the card together with the date it was taken out.
That person now has responsibility for that file until such time as the file is returned to the cabinet. Should that file be required for any other purpose that person has to know and is responsible for ensuring the file is located.
When the file is returned to the cabinet the file out card is simply removed and the latest details are deleted so the card is ready for use by the next person.

Movement of files from your desk should be controlled in a similar manner – if a file is needed by someone else their details should be put on a file out card and left on your desk – this will ensure you do not forget about the file and will know where and to whom it went. Batches of files going for quality control or actualisation can also be recorded on one card so that you can ensure that batch comes back to you – complete.

Storage of all files whilst on your desk during the day should be in accordance with the Desk Control procedures.

What do you do with an underwriting file that has been lapsed/cancelled?

Such files have to be filed in a separate system. This prevents the “current” system becoming overloaded and enables the destruction filing process to be followed easily.
Dedicated areas have been created in which such files are placed. – detail where this is.

Destruction filing system

We are required to retain files for specific periods of time, which vary depending upon the type of file and work.

A document that deals with document retention beyond FAIS requirements can be found under Our Management Controls/Risk Management/Record Retention section of our manual.

1