4. Filing Cabinets, folders and labels

Transcription

1 4. Filing Cabinets, flders and labels a. Cabinets Drawer style, with rll-ut drawers, cntinue t be purchased fr paper filing. These are nw called Victrians and are discuraged, because they d nt prvide the greatest strage capacity. Lateral cabinets, while larger in size f drawer, are als inefficient fr strage f large cllectins f recrds. The recmmended style fr the centralized cllectins within the ffices is a fixed shelf type, rather than a rllut style, t achieve the maximum strage capacity fr the flr area available. These shuld be made f heavy gauge steel, t supprt the weight f fully laded drawers f recrds. These are dimensinally matched n the utside f the cabinet, and have tw sizes f internal space ne designed fr letter/legal crrespndence filing, and the ther fr binder strage. Vertical ( Victrian ) Filing Cabinet Lateral Filing Cabinet FIRST NATIONS SUMMIT INFORMATION MANAGEMENT TOOLKIT FOR FIRST NATIONS IN BC 37 INFORMATION MANAGEMENT TOOLKIT 2011

2 Yur chance t upgrade cmes when new strage equipment is purchased. Always select the mst efficient style f cabinet fr the space available The recmmended style fr the cllectins within the ffices is a fixed shelf type Fixed Shelf Cabinets If Strage f multimedia materials is required, it is recmmended that mdular r specialized cabinets be selected with cnfiguratins t hld different sizes f media, e,g. fr cmputer disks Mdular Cabinet All cabinets shuld have lcks and all infrmatin shuld be lcked at night. 38 FIRST NATIONS SUMMIT INFORMATION M ANAGEMENT T OOLKIT FOR F IRST N ATIONS IN BC INFORMATION MANAGEMENT T OOLKIT

3 Letter size rather than legal size flder are recmmended, t save csts, and t reflect the current standardizatin Tp tab file flder b. Flders Fr file drawers, a tp tab flder is required, t display labels acrss the tp f the flder. Mst staff will cntinue t use this style fr the flders they retain in their ffice cabinets r credenzas. The file flder required fr fixed shelf style cabinets is an "end tab" flder, which enables labels t be attached acrss the end f the flder. The preferred style is with a reinfrced mylar fld t prvide extra strength. The preferred clur fr mst categries f infrmatin is manila. In additin clured flders may be used fr designated types f recrds. Letter size rather than legal size flder are recmmended, t save csts, and t reflect the current standardizatin f mst paper recrds t letter size. Flders may be btained thrugh ffice suppliers, and/r specialty vendrs. It is recmmended that dcuments be fastened int the file n a pst r filing clip, t save the lss f dcuments, and keep the dcuments in filing rder. Hwever, sme rganizatins prefer t keep the dcuments lse in the flders, rather than mark them with a hle r risk tearing n a filing pst. End tab file flder FIRST NATIONS SUMMIT INFORMATION M ANAGEMENT T OOLKIT FOR F IRST N ATIONS IN BC INFORMATION M ANAGEMENT T OOLKIT

4 Clur cded labelling speeds up retrieval f recrds by 40 percent, and is highly recmmended fr the benefits it will prvide. Where end tab flders are used, specialty clur cded labelling is emplyed as part f the labelling prcedure Labelling sftware and ink jet printing t prduce labels This illustratin shws an alphabetic clur label, printed n label stck that can be attached t the tp r the end tab flder by wrapping arund the tab. The clur cding will display n a shelf, enabling yu t quickly lcate files ut f rder, as well as t identify recrds in series. Suppliers f labeling sftware and label stck enable yu t prduce yur clur labels as yu need them. 40 FIRST NATIONS SUMMIT INFORMATION MANAGEMENT TOOLKIT FOR FIRST NATIONS IN BC INFORMATION MANAGEMENT TOOLKIT

5 c. Label Template Each file flder (tp tab r side tab) must have a descriptive label affixed t the tp right hand crner f the frnt f the flder (end tab) r n the tab (tp tab). The sample here uses Avery 5163 r equivalent size label, t give enugh type space fr a detailed label. The label template has been set up in MS Wrd as fllws: Left side: Tp line - Primary number; secnd line secndary number r cde; third line tertiary number (if required) Right side: Tp line 2nd line 3rd line 4th line flder name (bld, underlined) Blank Secndary Classificatin (Arial 12 pt.capitals) Primary Classificatin (Arial 12 pt.) Other lines if necessary fr tertiary classificatin, therwise blank space 7th line (Retentin perid /when apprved retentin schedule has been passed); Date file is pened right justified Sample: /08/21 Meeting August 21, 2009 MEETINGS BY DATE Chief and Cuncil Cmmittees Finance Cmmittee SO-nil-P Each sheet hlds ten labels. Therefre, it is recmmended that new flders be created in batches f ten. Save the label dcument as yu prepare them, t help yu track what new flders have been pened. Labels fr ther media will be cnfigured as required. FIRST NATIONS SUMMIT INFORMATION MANAGEMENT TOOLKIT FOR FIRST NATIONS IN BC 41 INFORMATION MANAGEMENT TOOLKIT 2011