Ease of retrieval and successful file management depends on accurate filing. Entering the file code on a document tells at a glance where it belongs in the files. The most effective method of coding is to enter the appropriate file code, consisting of the major group number, three-letter minor group acronym, and appropriate folder number in a prominent place, such as the upper right corner on each document as a routine office procedure when documents are created or received. This can be automated by including the file code in headers or footers on template documents related to functions or activities. It may not be feasible to code all existing files, but when a file is retrieved, it can be coded for accurate refiling.

Documents copied and filed in various locations need more than one code. Circle the code for the file folder where the copy of the document belongs.