CE Project Agreement for II-F-1 (001)

Manage Paper Files

Word version of this agreement

Purpose: This main purpose of this project is to create an official File Name List for the files in the library’s file cabinets. This list improves the management of files four ways.

1. Scanning down this list speeds identification of where desired papers may be located and where new papers should be correctly filed.
2. The project encourages making file names more meaningful and bringing together in the file cabinets related files. In the example on the right, “Accidents” is clarified with phrases “of employees” and “of patrons.” Files related to the library building are brought together by adding “building” before these files.
3. The third column of this list, under “Conf,” identifies files with personally identifiable information. These files should be kept in a locked file cabinet or closet or, at least, in an out of the way place.
4. The fourth and fifth columns provide retention and disposition guidelines for each file in the list. Retention guidelines state how long papers should remain in files before removal. Disposition guidelines state what to do with removed papers, either destroy the papers or move them to archives.
   Placing retention and disposition guidelines on this list encourages yearly weeding. Each year, library staff will go down the alphabetical list of file names, using the retention guidelines to remove papers for destruction or archiving.

This project is intended to improve management of file cabinets. It is not intended to merely weed overstuffed file cabinets that have not been weeded in 20 years. If all you want to do is weed, then use the "Records Retention Schedule" (Word document) to weed your file cabinets. However, merely weeding your file cabinets will not count as a CE project or earn any money.

Core skill: II-F-2 Implement systems to manage library data and generate reports needed for accurate and accessible record keeping.
Eligible participants: Librarians

Repeatable?: No

Learning component: Attend a CE event or reading the following materials.

• Read "Introduction" of "Records Retention Schedule" (Word document)
• Read "Introduction" of the Kansas Local Records Management Manual at http://tinyurl.com/ypkhg8 (Wayback).
• Read "Benefits of Compliance" section at the end of Chapter 2 - Records Retention Schedule of the Kansas Local Records Management Manual at http://tinyurl.com/2xfgyl (Wayback).


• Minneapolis Librarian Ron Brubaker's documentation about this project.


• Minneapolis File List (In the first column, the "x" means this filename is currently used in Minneapolis' file cabinet. File names without "x" are not currently used in Minneapolis' file cabinet.)


• Ron Brubaker's report on completing this project.


• Ron showing his newly organized file cabinet.


Do you want help from CKLS consultant?

___ No help needed
___ Yes, modify project agreement
___ Yes, suggest other readings or learning
___ Yes, early preparation visit
___ Yes, one-on-one coaching through activity
___ Yes, other: ______________________________

Library work component:

1. Print out the Use the “Records Retention Schedule” (Word Document). Lay this document beside your computer. This schedule has three parts: the table of contents, the records retention schedule, and the index at the back.
2. Display on your computer the “File Name List (Word document). Each row of this list contains a name of a records series, a “Y” or “N” stating whether this series contains confidential files, and guidelines for length of time for retaining file and how to dispose of weeded content. Do not print this document yet.
3. Move the first 10 file folders in your file cabinet to the computer.
4. Take the first file folder and look up the name of the records series in the “Records Retention Schedule” most closely describing the content of the file. Looking up the appropriate entry can be done several ways.
• On the front of the “Records Retention Schedule,” scan down the Table of Contents. If you find the appropriate entry, then go to that page in the schedule. Read the description of the entry to see whether this describes the contents in the file folder. If it does, then go to the next step.
• If you do not find the appropriate entry, then look though the left-column in the index at the back of the “Records Retention Schedule.” If you find a close match, then the right-column provides the proper name for the entry. Go to the entry and read the description of the entry to see whether this describes the type of information in your file. If it does, then go to the next step.
• Descriptions of the entries sometimes overlap with other descriptions with other entries. Use the entry that makes the most sense to you. These are your files. You will be finding and replacing documents in these files. Group the papers and use file names that make the most sense to you.
  
• The library’s cabinets have lots of files with children’s programming ideas, coloring pages, information about local or state programs, e.g., local festival day, Kansas Library Card, etc. Since these papers are not related to the administration of the library, put these files in a separate file cabinet or file drawer and make a second list of their file names. Content in these files should be kept as long as the information is correct and useful.


• If you can not find an entry that matches the contents of a file, then email or call the Head of Continuing Education for help.


5. After finding the entry matching the information in your file folder, scroll down the alphabetical “File Name List” to the same name of the records series.
6. Decide whether to keep the current file name or change the file name.
• If keeping the current file name, then highlight the name of the record series on the “File Name List” and type the file name on the file folder. The file name on the file in the file cabinet must match the file name on the “File Name List.”
• As you progress through the file cabinet, you may notice problems with file names. This is your opportunity to correct these problems.
• Two files may have the same two-word file name, but the words are reversed on the file folders. One file may be “Children’s programming” while the other file is “Programming - Children” or “Programming for Children.” And since both file folders contain the same kind of information, the information in both files should be in one folder. You need to decide which file name to use.
• Several files scattered around the file cabinets may have related information, e.g., financial papers, that would be easier to find if they were nearer each other in the file cabinet. This can be improved several ways.
• Filenames can be combined into one file name. “Bills” and “Invoices,” for example, could be combined into one file folder called “Bills and Invoices.” “Grants” and “Foundation” could be combined into “Grants and Foundations.”
• Broad categories can be added to the front of file names containing related information. The Table of Contents on the “Records Retention Schedule” shows many examples of this.
• Filenames are vague, meaningless, or no longer match the real contents of the file. File names may lose over time meaning even for the original creators of the file name. File names created by earlier users may be meaningless to later users. As old contents are removed and new contents added to folders, the file name may no longer accurately reflect the real contents of the file. This is a good time to change the file name to a more meaningful and accurate name.
7. Make sure the chosen file name appears on the file folder and in the “File Name List” on the computer.
8. If the third column of “Records Retention Schedule” says that this file contains confidential information, then write a big “C” in front of the file name on the folder. These folders will be moved to a locked cabinet, closet, or at least more secure place than other folders. The “C” will help ensure that this folder is always returned to the proper place where confidential folders are kept.
9. Follow the retention and disposition guidelines to weed the folder of old papers.
• Put confidential papers to be destroyed in one pile. These papers should be shredded before being trashed.
• Put the non-confidential papers to destroyed directly in the trash can or in a second pile to be carried directly to the dumpster.
• Papers to be archived should be immediately placed in a manila folder, write the file name of the active folder followed by the year, e.g., Board – Meetings and Minutes 2007
10. After completing step 9, type an “X” first column of the “File Name List.” This will show that 1) this file name is now official, and 2) all steps for this file are completed.
11. Repeat steps 1 through 10 until all file names of all folders are on the “File Name List” and all files have been weeded.
12. Sort the “File Name List” in alphabetical order. If you have a problem with these instructions, then call or email the CKLS Head of Continuing Education.
1. Scroll to the top of the “File Name List.”
2. Move the cursor arrow on the left side of the table beside the first row of file names. (The arrow will be pointing right toward the first row. If the arrow is pointing left, then move the arrow further right until it is past the vertical line of the table.)
3. Hold the mouse button down and drag the arrow down to page 7 at the end of the table.
4. On the Main Menu, click Table->Sort.
5. On the pop-up window, on the first drop-down menu choose, column 1.
6. On the second drop-down menu, choose column 3.
7. On the third drop-down menu, choose column 2.
8. On the bottom of the pop-up window click “OK.”
9. This will sort the alphabetical “File List Names.”
13. The file names at the top of the list will not have “X”s in column 1.
1. Scan down these rows looking for file names that you forgot to put Xs by.
2. Type Xs beside those file names you forgot to put Xs by.
3. If you added any Xs, then repeat Step 12 to include those rows in the sorting.
4. Delete all rows that do not have Xs in column 1.
5. You now have an official File Name List.
14. On the Main Menu, click File -> Print to print your official “List of File Names.”
15. Scan down column 3 until reaching the “Y”s. All files with “Y”s in column 3 should be in locked file cabinet or a locked closet or, in some way, protected from unauthorized access.
16. 16. File folders to be archived should be filed alphabetically in file cabinets or boxes. This will make them easier to retrieve. Below is an example of archived folders. Eventually, the contents of small folders can be combined into one folder marked with the range of date covered.
    Archive – Accession/Deaccession 1990-2000
    Archive – Accession/Deaccession 2001-
    Archive – Donors 1870 – 1900
    Archive – Donors 1900 – 2000
    Archive – Donors 2000 - 2005
    Archive – Donors 2006
    Archive – Donors 2007
    Archive – History of Library [This would be a huge file probably composed of any folders with subcategories.]
    Board – Bylaws
    Board – Meetings and Minutes 1900 – 1910
    Board – Meetings and Minutes 1911 – 1920
    Board – Meetings and Minutes 1921 – 1930
    Board – Meetings and Minutes 1931 – 1940
    Board – Meetings and Minutes 1941 – 1950
    Board – Meetings and Minutes 1951 – 1960
    Board – Meetings and Minutes 1961 – 1970
    Board – Meetings and Minutes 1971 – 1980
    Board – Meetings and Minutes 1981 – 1990
    Board – Meetings and Minutes 1991 – 2000
    Board – Meetings and Minutes 2001 – 2005
    Board – Meetings and Minutes 2006
    Board – Meetings and Minutes 2007
    
    
    
17. To receive credit, submit to the Head of CKLS Continuing Education


• The library’s official List of File Names with retention and disposition guidelines for each file.


• Filled-out CE Project Agreement Evaluation. (Word document)