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 When looking for ways to improve their filing systems, people often overlook the
 physical setup of their file room - the kind of equipment and supplies they're using
 aosLhow the records are filed in them. Since most of our information is stilll
 maintained on paper, we need to find efficient and effective ways of handling and
 storing it. Here are some tips on ways to make improvements to your file room.
 Your Room, Equipment and Supplies...

 1.     Use shelving instead of file cabinets.

       You can use stationary or mobile (also known as "compressed")
       shelving to gain more filing area per square foot. Many offices are
       using Times Two" shelving successfully. Times Two shelving has
       shelving on both sides of the unit and the unit swivels so you can
       access either side. You can also get a variety of shelving
       configurations to accomodate special needs such as microfiche.

 2.     Don't use your file room as a store room.

       Find somewhere else to store your supplies, Christmas
       decorations, and other non-record materials.

 3.     Use the right filing supplies for the type of equipment
       you are using.

       If you use shelving, for instance, side tab folders work better than top
      tab. Using color coded folders or labels allows you to visually identify a
       specific class or type of file, improving access and helping reduce
       misfiles. Expandable or accordion folders work well on shelves
       because they have closed sides that prevent records from falling out.

4.     Use labels and guides to  help locate files
      and keep them current.

      Labeling your cabinets or shelves and placing guide cards in drawers
      or on the shelves helps users find what they're looking for. Avoid
      sticking labels directly on the cabinets or shelves. You can get label
      pockets or sleeves with label inserts to place on the outside of
      equipment allowing revision of labels with a minimum of effort.

5.    File special media in specialized filing equipment.

      Many different types of shelving, boxes and cabinets are available for
      the filing of non-paper records such as slides, maps, and drawings.
      Filing these materials in the right equipment protects the media and
      makes them easier to find.

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Your Records
6. Keep your filing current.
The most recent documents received or generated in an office are the ones
most often requested. Timely filing in the appropriate folders makes finding
what you need easier.
7. Only keep files that need to be kept for current business.
Clean your files out on a regular basis. Transfer them to the Federal Records
Center or recycle inactive files as specified by the approved disposition
schedules. If you can’t find a schedule for your records, or you’re generating
new records that haven’t been scheduled, contact your records manager.
8. Organize your files.
Many offices mix general administrative files which have short life spans with
program records which need to be kept longer. The Agency has an alpha-
numeric file plan for your routine administrative records.You can develop your own
file plan for your program files or get assistance from your records manager or the
National Records Management Program.
9. Set up a charge-out or check-out system and be sure
yg .flg uses it.
Files should be signed out by the person removing them from the file room -
even if they’re only going to be gone “for a minute.” There should also be
some sort of follow-up system for files that have been out for long periods
of time. A year later it may be too late!
10. Leave adequate space in your file folders, drawers,
or shelves for growth.
When documents are crammed into folders and folders crammed into drawers or
shelves, they’re harder to find. Folders can end up on the bottom of a file drawer;
documents get torn and wrinkled; and users get frustrated. Leave room for growth
(generally 1” for regular folders, 2” for accordion folders, and 4” in files drawers)
so you don’t need to transfer folders every time there’s a new document to file.
C For More Information
Files Equipment and Supplies and Files Operatlons
f National ArchIves and Records Service, 1981 Contact
Moeltner (contractor) at (202) 260-5272 for copies.
National Records Management Program, Information Access Branch November 1992
Office of Information Resources Management, U.S. Environmental Protection Agency EPA-220-F-92-O1 7

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