When a user removes a file folder from the files, the folder should be replaced with a charge-out record card containing the date of removal, a brief description of the folder removed (label information usually suffices), and the name and phone number of the user.

Charge-Out cards serve as both a placeholder and identification of the person who has removed a file from the principle residence (file room or box).  Routine reviews for files removed from centralized or controlled areas should be made to ensure those files marked on the charge-out forms are returned to their proper location as soon as possible.

Standard charge-out record cards are available from TxDOT office supply sources. It is a good idea to keep a few cards at the front of each file drawer. When a user returns a checked-out folder, the user's name can be marked out and the card re-used.  An example of a standard charge-out card follows: