Penn State University Archives

Records Management

Records Management Tips

Use Colors – Color-Code File categories for easier identification and classification, e.g., financial records are in green folders; student records are in red, etc.	Create a File Structure – Decide on a specific system for your files alpha, subject, numeric, functional, etc.), codify it, and post it for all staff members to utilize when filing.
Be Retention Conscious – File your records according to their retention period. All records that can be disposed in 2 years should be filed together NOT with records that have a longer retention.	Keep No Secrets – Label, in pencil, all incoming correspondence with its file category the first time you see it. Labeling it then avoids re-reading time and identifies for all subsequent users where they will find this item. Like multiple-choice quizzes, your first choice is usually the correct one.
Label Folders with Disposal Date – When records are filed, they should be maintained in a manila folder with the disposal date and action clearly identified in red in the right-hand corner, e.g., IDTs Fiscal Year 1992-93 Destroy 7/1/1995.	Remember the 30-Year Rule – Any record created more than 30 years ago MUST be transferred to the University Archives to review.
Use Out-Cards – Purchase and use brightly colored “out-cards” to identify who has taken a file and when. Search and retrieval time will be minimized.	When in Doubt, Call the Expert – Any time you have a question regarding records retention, disposition, or reformatting, do NOT guess. Call or e-mail Jackie Esposito or Robyn Dyke at 865-7931.

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