Archives and Records
Tips for the Series System
of Inactive Records
General Filing Tips
- Do not file documents because you
might need them some day. Only file documents you know you will
need to refer to.
- Do not save drafts of documents unless
they show major changes in wording or thinking.
- Do not save multiple copies of a document;
one copy is enough.
- Do not file clippings or copies of
periodicals unless you refer to them on a regular basis. Use the Library.
- Color code each individual series.
This can make refiling much simpler.
- Spell out acronyms and abbreviations.
- Sort records before filing.
- Do not file cryptic or illegible phone
messages or notes
- Discard envelopes if there is a return
address and date on the document itself
- Do not overstuff file folders. If
you have too many documents for a folder, simply write "1 of 2" or "2
of 3" on the folders
- Do not overstuff file drawers. This
makes refiling hard and can also be dangerous.
- Weed files regularly. (If you need
assistance or advice on weeding please contact Archives and Special
- Use markers to indicate when a file
has been removed from the system for use. If you have a large office,
this marker can include a space for the name of the person who has removed
the file and the date it was removed.
- If you keep inactive or semi-active
records in an area other than your office, make sure that you keep a
complete, up-to-date inventory of what you have stored there.