Setting up Paper Files

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

Where should files be kept? If files will be used by multiple staff, create central files, physically accessible to everyone who uses them. Use "out" cards when removing any file from the central files. Out cards should contain the name of the file, the name of the person who removed it, and the date and should be placed in the space from which the file was removed. The more often the files are used, the closer they should be kept to the staff who use them. Any file containing sensitive information, such as credit card numbers, bank account numbers, social security numbers, or contact information for individuals, must be kept under lock and key when staff is not in the room. This may be a locked filing cabinet or a locked room. If storage becomes an issue, weed or discard files if appropriate or consider transferring files to the archives. See Weeding Records, Discarding Records, Transferring Records, or Records Disposition Schedules for more information.

How should the files be organized? Both central files and the files of individuals should be, at the highest level, divided into the series listed in the unit's records disposition schedule. If a schedule is not available for the unit, the files should be organized into broad types of records (e.g. exhibition records, general correspondence, project files, subject files, or various types of accounting records). Contact the Archives and Information Management (AIM) Team for suggestions or look at schedules for similar offices for ideas (check with the AIM Team before following dispositions found in other schedules). Most existing records disposition schedules can be found here. Within a series or type of record, choose an arrangement for the records (e.g. alphabetic, chronologic, or numeric by project number).

How can weeding be made easier? In many instances, units will be instructed to weed certain types of files from permanent records before transferring them to the archives. These are generally logistical or reference files or copies of accounting records that are kept with the permanent files for convenience while the files are still active. Do not mix these materials into the same folders as the permanent files. Instead, create a separate folder or folders for these materials and note on the folder label that these should be removed. To make these folders stand out even more, use a different color folder or make a colorful mark on the label. More detailed information on weeding can be found here.

What kind of folders should be used? Standard manila file folders with top tabs are preferred. Colored folders contain a lot of dye that could rub off on the records, but the risk is minor and colored folders could help keep the files organized. Side tabs may be unavoidable with certain file storage systems, but the tabs are no longer visible once they are placed in a box. Before transferring permanent files to the archives, the information from the side tab will need to be written on the top edge of the folder. Permanent files must be removed from Pendaflex files, binders, and hanging folders and placed in file folders before being transferred to the archives. While these are often convenient solutions and binders may be necessary if filing cabinets are not available, this can be time consuming. To save time with hanging folders, place all files in file folders before placing them in the hanging folders. If the hanging folder is labeled, that information should also be on the file folder labels.

How full should the folders be? Most file folders have lines scored across the bottom front of the folder. Folding along the score lines creates a thicker base in which the files can sit. Once the last score line has been reached, it is time to start a new folder. There are two ways that these folders can be labeled. If the contents of the folder can be divided in a logical way, such as at a certain date or point in the alphabet, the date or alphabet span can be added to the label. If there is no logical break, add "folder 1" and "folder 2" to the folder labels.

How should the folders be labeled? Labels written directly onto the folder will last longer, but sticky labels, particularly those done on a printer, are more user-friendly. If sticky labels begin to peel, staple them to the folder. At a minimum, the label should contain a few words that describe the topic and/or contents of the folder and the exhibition or project name (truncated is fine) or number, if applicable. The date span of the records inside the folder is also useful, but not always practical. Information such as the records series or the disposition date can sometimes be helpful as well. Different colored labels can be used to quickly distinguish between series, projects, or fiscal years.

Should controlled vocabulary and naming conventions be used? A controlled vocabulary is a good idea in any aspect of workplace and especially with files. Similar files should always be named in similar ways, both in the exact terms used and in structure. For example, an office may decide to name its accounting records by the fiscal year, followed by the type of record, followed by a more specific detail such as the vendor. Another office may decide to name its correspondence files beginning with the correspondent's last name. Another office may look at its exhibition files and note that they can always be divided into the same categories. That office could then create a list of folder titles to be used for every exhibition. The same controlled vocabulary should be used unit-wide. Using a controlled vocabulary and naming conventions help staff to determine where the folder fits into the filing system and where to look for the folder later. When creating a controlled vocabulary and naming conventions, be sure to read this section under Setting up Electronic Files as well, even if electronic files will not be set up as part of the current project.

Continue to Setting up Electronic Files | Continue to Overall File Management