Records Management Manual [4.2] File Components

Records Management Standards and Procedures
B.C. Ministry of Forests [GIF 1K]

Chapter 4 - File Creation and Management

Section 4.2 - File Component Standards

Effective: March 31, 1995
Updated: September 15, 1997

General

The following standards are meant to assist ministry staff in creating and maintaining their paper file components.

Standards

Folders

Recommended-14 point white letter-size folder with fastener pre- attached in position #1 (see diagram A) and mylar tape on the end tab.
Recommended Letter Size [GIF 2K]

Legal-size folders may be used, NEW

but the ministry is committed to eliminating legal-size files and records (refer to 2.6, Related Programs). NEW

See 4.4 for file folder procurement information.

Hanging folders should be phased out. Offices can realize space savings of 40-50% -- and subsequently save money -- by eliminating hanging folders.

Recommended expansion folders have a full end tab. See 4.4 for expansion folder procurement information.

Descriptive Labels

A file description label must be attached to each ministry file or file back. Descriptive labels must contain the following information:

primary and secondary numbers
code, if a coded file
full file title (primary and secondary titles and coded titles)
OPR or non-OPR retention period
supplement number, for supplement files
Personal Information Bank (PIB) designation where applicable
opening date

Primary and secondary numbers are to be shown on the left of the label, with the title shown on the right. Refer to diagram B for details.

Diagram B, Descriptive Label Sample
Descriptive Label Example [GIF 4K]

Colour Coded End-tab Labels: General

End-tab colour coding facilitates records retrieval and minimizes misfiles by assigning a unique colour to each number or letter label. Labeled end tabs form blocks of colour within classifications when files are lined up on lateral shelving. Misfiles are quickly noted because a break in the colour pattern can be easily seen. See 4.4 for colour coded end-tab label procurement details.

End-tab labels should be positioned consistently so that they line up in lateral shelving. The colour coded system will not work effectively if the labels are not aligned. Primary number, secondary number, and/or code labels must be in the same place on the end tab of each file. The following are guidelines for colour coded label placement:

Use the indented horizontal line on the side tabs of file folders as a label placement guide, or determine placement with a ruler.
Always use the same start point for labels on all files. The starting point you choose should allow for space for the primary number, secondary number, and code.
ARCS primaries may have either three or four digits, so the labels for ARCS primaries should be applied from the bottom up to ensure alignment.

Refer also to the diagrams in appendices A and B for positioning samples.

Small Colour Coded End-tab Labels

Small labels (7/16”) should be used for ORCS files and may be used for ARCS files. Small labels will allow ORCS primaries (always five characters), secondaries, and codes to fit on the side tab (see also Side Tab Coding for Large Case File Series). The following are guidelines for small label placement:

To accommodate the longer codes found in some ORCS classifications (such as Forest Licence Cutting Permits, which can be ten characters long), locate (from the top of the file) classification numbers as follows (note that the primary number does not need to be put on the file tab because it is shown on the file label):
- primary number-1/2” (about 1 cm)
- secondary number-3” (about 8 cm)
- code-41/4” (about 11 cm)

Refer also to the diagrams in appendix A.

Large Colour Coded End-tab Labels

Large labels (15/16”) may be used for ARCS files. The following are guidelines for large label application and placement:

Because ARCS primaries can be either three or four digits long, the primary number labels should be applied starting with the last number and moving upward.
The bottom of the last primary number label should be placed about 4 3/4” from the top of the file. Use the indented horizontal line included on some brands of file folders to assist in placement.
The first label for the secondary number should start about 1/4” down from the bottom of the last label of the primary number.
Code labels should start with the top of the first code label about 7” from the top of the file folder unless the file is part of a case file series and only the code labels are used.
Note that there is little room on the side tab for primary/secondary and code when using large labels.

Large and Small Label Combinations

Large and small label combinations may be used for ARCS files, but labels must be applied consistently. For example, if large labels are used for primary/secondary numbers and small labels used for codes, this combination should remain consistent for all ARCS files in the location.

Refer also to appendix B.

Side-Tab Coding for Large Case File Series

Some large case file series, such as employee files, accounts payable files, etc. are easier to access if only the code is applied to the side tab. Because the primary and secondary numbers in large case files series are identical, their presence on the side tabs is of minimal assistance in retrieving these files.

Some case file series are broken down into several codes sharing the same secondary. Timber licence files are a good example of this. These files should have the code applied to the side tab. Usually, all the files pertaining to one secondary will be located together, in licence number order.

Labels must be positioned consistently on side tabs of files within a case file series.

File Back Labels

Refer to File Backs heading below.

Refer to 7.5, Offsite Transfer/Final Disposition -- Boxing and Labelling Standards, for box label standards and guidelines.

File Backs

Records may be attached to file backs when they are inserted into folders or exandable pockets. The following standards apply:

All file backs must have descriptive labels attached to them. Refer to diagram C for an example of how the descriptive label is to be positioned on the file back.

Diagram C, Example of how descriptive label is to be positioned on file back
All folders containing one or more file backs must also have a descriptive label attached. This label should not contain open/close or first/last record date information as this information will be incorrect as soon as a file back is removed or added.

File Fasteners

Records must be fastened to the folder or file back using either 2-prong or 1-prong fasteners.

Charge Out Cards

Charge out cards should consist of card (vinyl or card stock) on which there is space for the charge-out date and the borrower’s name. (Refer to 5.4, Location Control, for charge-out procedures.)

References

No applicable references.

indicate most recent changes

Information Management Group, B.C. Ministry of Forests

Comments to: RMHELP
This page last updated: November 18, 1997.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm4-2.htm