What Are Records?

The Archives and Records

About Records Management

Series Filing System

Filing Tips for the Series System

Disposing of Inactive Records

General Filing Tips

Records Transfer Form

1. When using the series filing system there will always be records that seem to fit in more than one series or subseries. There are several ways to handle this problem:
   • Choose a series or subseries for the records and place a cross reference note in a file in another series or subseries
   • Create a database that will assist you in locating records
     (for instance, if you wish to be able to locate all correspondents by name, simply set up a database form with a field for each correspondent's name, a field for the series and file folder where the letter was filed, and the date of the correspondence.)

2. Some records will seem not to fit into any series or subseries. In this case please keep in mind that the series and subseries here are simply recommendations and additional series or subseries can be created if you need them.

3. Label and date all files. The best format for tab titles is:
   • Series Title, Sub-series title, Folder title, Date file was established (usually a semester date will do)
   • Example: Buildings and Grounds Files, Committees, Space Committee, 1996/1997.
   • Example: English Department Files, Course and curricular records, Eng 512

4. The office that produces a document normally keeps a copy of this document in their files. This document is known as the "record copy." Just because a document is sent to your office does not obligate you to keep it indefinately. Most of these types of records should be discarded as soon as you have finished using them. If you need a copy at a later date, you can contact the office or person who sent out the original document.

5. Create a guide to your filing system that describes how things are filed and retrieved. This will assist new personnel in using the system and will avoid the arbitrary creation of new series, subseries and files.