Naming and labeling files For paper files, identification and labeling allows an office to maintain physical control over current files as well as manage growth of new files. Labeling serves as a visual aid by identifying individual record series and by identifying folders within each series. For electronic files, identification and labeling allows an office to maintain intellectual control over current files as well as to manage growth of new files. Labeling serves as an access tool which allows individual documents to be retrieved in an efficient manner. Guides may be used within a drawer to highlight a primary classification, to identify a record series, to highlight a specific year, or may be used within a record series to identify portions of the file as required.
Electronic files follow many of the same file identification and labeling guidelines as paper files.
Records are organized by directories which act as the primary classification. Each directory contains folders which act as record series. Finally, each folder contains individual documents whose names should represent their subject matter.