Managing Active Records

NEW - The Records Management Team is now the Archives and Information Management Team.

One of the biggest records management mistakes that can be made is not properly setting up the files. When files are set up properly, it will be easier to find needed files, it will be easier to determine where newly created files should be placed, there will be less duplication resulting in less space needed for the files, and it will be easier to determine what records should be discarded or transferred to the archives. Spending the time to plan a filing system now will reduce the amount of time and other costs spent on managing the files later. Whether setting up files for the first time or redoing existing files, this guidance will help create a more efficient system.

Setting up Paper Files

Setting up Electronic Files

Overall File Management

Weeding Files

The Archives and Information Management (AIM) Team can assist staff with the management of active records within Smithsonian offices. The Team offers guidance for the proper organization and maintenance of files to facilitate more timely retrieval of records and to establish more routine schedules for the destruction of temporary records and the transfer of permanent records to the Archives. Contact the AIM Team liaison for your unit to discuss your records, schedule an office visit, or arrange an informational presentation.