EVALUATE.

• Review material to be archived to decide if you really need to keep it.
• Throw out any information that is easily accessible on your computer or on the Internet.
• Do not keep reference material that is quickly outdated such as price lists or catalogs.
• Place materials in 2/5-Cut Colored Folders. The single position tabs in a straight line help you find files quickly.

CATALOG.

• Label folders with Viewables labels for clear identification.
• Use different colored folders to separate categories of records.
• Export the file names from Viewables into a spreadsheet application.
• Add columns for keyword cross-referencing and for assigning purge dates.
• Use the search function to locate file headings using keywords or other cross-reference data.
• Use Manila Out Guides to mark where files have been removed from the system.

UPDATE.

• Purge archives periodically. Remove all outdated or expired information.
• Sort the spreadsheet by purge dates to locate records to remove from the system.

1. 2/5-Cut Colored Folders
2. Viewables® Color Labeling System
3. Manila Out Guides