RM General Filing Tips

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Records Management > 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 Collections.)
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.