Preparing File Guides
Prepare a file guide (divider) for each major and minor group
of file folders.
Major group guides should include the major group number and
title, “1. ORGANIZATION AND MANAGEMENT,” for example minor group
guides should include the appropriate major group number, minor
group code, and minor group title. For a minor group of audit folders
within the major group of organization and management, the guide
label would consist of “1. AUD Audits.”
Major group guides should be distinguishable from minor group
guides immediately. An easy way to do this is to use a second-position
guide (center tab) for major groups and a first-or third-position guide
(tab on the left or right) for minor groups.
For electronic files, microfilm files or files located
away from the file cabinets, prepare a guide that tells where to
find the files. For example, if files are maintained electronically on
a shared drive, a directory address, such as “SEE T:\Folder\Sub-folder
name” may be useful.
When using color coded folder labels as a file management
tool, use plain white guide labels to avoid having to prepare new
file guides every year.