An organised record system is the backbone of any efficient office. Letters, applications, approvals and accounts must be filed in a way that allows any staff member to find them quickly, even years later. A good system begins with a clear file numbering plan, consistent file titles and a register that notes when each file moves from one desk to another. Electronic records bring new advantages and new responsibilities. Scanned documents can be searched in seconds and shared without delay, but they must be named correctly, backed up regularly and protected by passwords. Access should be limited to the people who need the information for their work. Old records should not be destroyed without following the retention rules approved by the office. Many offices keep important documents for a fixed number of years before they are reviewed. Records of permanent value, such as land documents, service books and policy decisions, are usually transferred to an archive. Staff who handle records should be trained in these rules. A careful approach to records saves time, prevents disputes and protects both the office and the public it serves. When a citizen asks for a copy of a decision, a well kept file allows the office to respond accurately and on time.