Records Management Standards and Procedures

Chapter 4 - File Creation and Management

Section 4.3 - File Storage Standards

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

General

The following standards help ensure that:

• files are stored in a cost effective manner (i.e., they make optimum use of space)
• file storage arrangements provide easy access to all records
• confidential records are stored securely

Standards

File Thickness

Individual file thickness must not exceed 1”. Use the following guidelines to ensure that this standard is met consistently:

• Routinely monitor files for bulk.
• When a file reaches a thickness of 1”, close it using a “Closed Volume” form (FS 396) as the final page (available from the ministry intranet -- just click on Forms Index from the ministry homepage http://wwwinternal.for.gov.bc.ca and search for 396).
• Start a new volume and label it “Volume 2.”
• In the automated system, use the guidelines outlined in the Automated System Quickstart Guide , or in the "help" menu on the system.

Arrangement of Records in Folders

Paper records are to be placed in the file in reverse chronological order, with the most recently dated record on the top.

All excess bulk is to be removed from paper records. Use the following guidelines to ensure that these standards are met:

• Remove all paper and foldback clips from the records and staple them, or hold the material together with elastic bands.
• Place bound or bulky material in expansion pockets.
• Do not put published material (i.e., newsletters, pamphlets, etc.) in the files. Reference materials should be kept on shelving.
• File odd-sized pieces of paper by taping them to a standard 81/2” x 11” sheet, or photocopy them onto 81/2” x 11” paper.
• Before filing any material, check to ensure that a duplicate is not already on file.

Arrangement of Files in Cabinets

Open Shelving and Lateral Filing Cabinets

Place files and dividers on open shelving and in lateral file cabinets as follows:

• Start with the lower numbers on the upper left and progress to the right, one bay of shelves at a time (refer to diagram A).
  Diagram A, Placement of Files on Shelves
  
• Place metal dividers a maximum of 5” apart.
• When placing folders into cabinets, leave 3” at either end of the shelf for expansion. This will eliminate the need to re-shuffle folders as the volume increases.

Vertical Filing Cabinets

Place files and dividers in vertical filing cabinets as follows:

• Start with the lower number at the front of the drawer and progress across the drawer, leaving sufficient expansion room between files.

Note that lateral cabinets, either open or locking, are recommended over other types of filing cabinets for active records. They use less space, provide easier access to files, and accommodate colour-coded filing systems.

References

• General Management Operating Policy manual, 8.3

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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/rm4-3.htm