Group records by workflow.
HR, safety, dispatch, billing, settlement, customer, vendor, policy, and leadership records each need clear purpose.
Document Management / Records Control
Classify records by the work they support.
Record control makes a file findable, reviewable, and useful. The office should know whether a document is current, expired, superseded, missing, pending review, or blocking work.
Send record issues to the right owner.
Missing, expired, unreadable, incomplete, or superseded documents should produce a clear next action.