If other officials need copies, the original is still available for coping. Limit the quantity of technical reference documents received and file only those which will be of significant reference value. No authorization is needed to destroy these documents. Arrange folders, guides and labels correctly. The orderly appearance and efficiency of any file depends upon the careful preparation, use and arrangement of folders and guides in the file drawer and shelf.
Folders are necessary to keep the papers together and in order.
The incorrect use of either folders or guides will retard these operations. Guide cards reduce the area of the search and help the folders stand erect. A guide card for every two or three folders is wasteful and defeats the purpose of the guides. Four to six guide cards in each drawer or one guide to every ten folders are two rules to follow. As a general rule, place a first position guide card in front of each record series to identify and isolate it from other series in the same drawer.