Think about retrieving information rather than storing paper.

Use specific titles for major groups, minor groups, and file folders, leaving no room for misinterpretation. Do not use “Miscellaneous” as a title; it is another word for “lost.”

Arrange folders functionally and logically. The arrangement should relate directly to office functions and provide the most convenient access to the most active files.

Use color to distinguish files that are purged routinely from files retained for a long time. Colored labels may identify a specific time, such as calendar or fiscal year. The less that retention periods vary among various folders, the easier it is to manage the files. White labels can identify files that are not routinely purged.

Include reference to automated or non-standard records and files. Use file guides to tell users that automated or imaged files exist, where they are and how to access them.