File only one copy of a paper in the official file. Destroy extra copies immediately unless there is an established need. When extra copies must be retained, file them separately from the official copy. Classify papers for filing. After the papers have been prepared and assembled for filing, the next step is to code or classify them.
Classification segregates the papers into logical categories for ease of filing and finding.
Classification of subject file papers. Classifying subject correspondence material is more complex and distinctly different from classifying other types of papers. It involves analyzing the item and selecting the appropriate subject classification from the subject headings used by the office. Classification of case papers. Case filing is the easiest and fastest type of filing if the case identification is prominently placed on the face of all papers to be filed.