If you have a full file cabinet drawer of files to be stored, these boxes are the best method for temporarily holding the items. Letter and legal box sizes are available. It is each department's responsibility to box all files and label the boxes. Active record - A record consulted frequently in the conduct of current departmental business. Current Files Area - The designated area, usually the working office, where records in frequent use are maintained.
All new material is placed in a new set of folders.
The purpose of cutting off files is to remove them from the Current Files Area as soon as possible and transfer them to a low cost storage area. The cut off date is usually June 30 of each year to coincide with the fiscal year. File Series - Documents, volumes, or groups of records that are arranged under a single filing system or are kept together as a unit because they relate to a particular subject, result from the same activity, or have a particular form. Inactive record - A record no longer needed in the conduct of current business. Records Retention Schedule - A timetable based upon administrative reference needs and legal requirements for the handling and location of records during their creation through their periods of peak and diminishing reference to use, to their timely destruction or retirement.