The first number just identifies the record in a particular series and does not mean much. However, the second number in brackets is crucial. It identifies the records as non-permanent, and spits them out after 6 years so that they can be shredded. It is essential that you arrange your files based on the CO-2 items. You should make every effort to see to it that only files that can be destroyed in the same year are placed in a box .
Space is at a premium.
If we cannot shred the 1999 records because they are intermixed with records to be destroyed in 2002, you are suddenly tripling the space needs for records. Some Hints on Filing Donna McCormick, our Golden Retriever, prides herself on retrieving records within four minutes - if the records have been filed in any kind of decent order. Remember, it is to your advantage to develop a filing system in your office that permits easy retrieval. There is absolutely no way of knowing in which box you had filed John Doe, and all five boxes will need to be checked. Always put enough information on your Transfer Sheets to enable you and the Records and Archives Center to retrieve the file in the shortest time possible.