On January 17, 2025, St. Mary’s University’s Business and Administration Quality Enhancement Committee (QEC) conducted an awareness session on file management. Led by Ato Tenaw Alemayehu, the session aimed to create awareness to St. Mary’s academic and administrative staff who work on archiving and documentation, on the benefits of proper archiving and the necessary precautions when handling files. The ultimate goal is to establish a consistent and efficient archive management system.

During the session, it was emphasized that archives play a crucial role in preserving documents, ensuring that information remains accessible and intact over time. This enhances ease of use and operational efficiency. Documents, whether letters, memos, or photos, serve as evidence and should be properly classified and stored. Key functions of archive management include obtaining the relevant officer’s approval for documents, organizing them chronologically, and maintaining them to save time, energy, money, and space. Protecting documents from damage and unauthorized access is also essential.
Additionally, the session covered document retention, which involves identifying available documents, defining their purpose, and determining their retention period. Challenges in archive management, such as inconsistent classification, unclear locations, and cluttered practices, were also discussed. Proper documentation ensures quick access, supports transparency, meets legal requirements, and preserves institutional knowledge.

During the session participants were advised to file documents correctly, conduct regular checks, use secure storage, label clearly, and participate in training. By following these guidelines, employees can contribute to an efficient archive system, ensuring the right documents are available at the right time.
The session concluded with a discussion on the gaps in archive management within the offices, and various questions and answers were entertained.
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