Unit 6: Locating, Identifying & Labeling Folders
6.01	Overview

6.02	Background	

6.03	File Folder Registration Process			[pp   ]
				What is a folder						[pp   ]
				Starting a folder			[pp   ]
				Consider folder for disposal	[pp   ]	
				Transfer folder to different record series of work unit [pp   ]
				How to list folders		[pp  ]

6.04	Reviewof File Folder Registration Process			[pp   ]
				Identify file folders 					[pp   ]
				Place inventory label on file folders 		[pp  ]
				Register file folder titles 				[pp   ]
				Add local file codes to all folders				[pp..] 
				Preparing and upodating the file folder list			[pp   ]

6.05	Sample File Folders Codes, Data & Lists	
6.06	Progress Check	
6.07	Summary	
 
6.01				Overview of Unit 6
This Unit explains the steps required for locating, identifying & labeling file folders. It includes:
•	What is a Folder
•	How to describe and identify folders
•	How to list and label folders
•	How to share and revise lists of folders.

6.02				Background
Once the main Record Series for a work unit are identified the next step is to set up file "folders" belonging to each series.  For our purposes a "folder" can be any records (e.g., in manila file folders )or objects (i.e. binders, disks, tapes or CD-ROMS) that should be filed in a record series.
Setting up, coding and labeling file folders assists in the retrieval of information.
The actual file coding system may vary, from office to office. But certain features should be consistent.
The "set-up" process is fairly easy to understand, but completing it takes some time. You will now learn how to list the main folders and add codes.
If you have any questions on information covered previously, pleased review the appropriate unit.

6.03	File folder registration process 
What is a folder? 
Although it may seem apparent what a folder is, this is not always the case. In fact, for UNICEF purposes, a folder is a receptacle or separator for anything that needs to be filed. Most records are in the form of of the usual manila folders, yet there are other forms as well. This can be a manila folder, a binder, a single tape or diskette, or a CD-ROM.
Each file folder holds similar items (memos, papers, etc.). A unique object or group of similar objects (diskettes, film, etc.) is also considered to be a folder. This concept will be important later on when you complete file folder listings.
When a work unit has set up approximately 100 folders within a series, the series title should be checked to see if all of the folders are still relevant. If not, set up another series to better reflect the folders or change the series title to be broader and more inclusive.
Every folder and object is considered to be a folder.
Starting a folder
When you create a file folder, give it a title, inventory number, code and note the starting date of the first record. This is explained below.

•	TITLE: describes the contents (e.g. UNICEF House Floor Plans, Diagrams #1). Make sure that the first 30 characters of the title indicate the most important information. Only the first 30 characters may be displayed in the offiicial folder list that is later transferred to computer. 
	If you are not sure what title to give a folder call it "General" or give any of the first words that you find in the folder. At a later date a more specific or accurate title can be entered, since it is easy to change a folder number, code, or title.
•	INVENTORY #: give the folder an inventory number by the work unit (e.g. A001, also called an optional folder code or consecutive number label), 
•	CODE: assign the folder a unique folder code. You can use the Global Classification Scheme outlined in Executive Directive CF/EXD/90-002, 1 February 1990: e.g. "AD-235," or set up your own system.
•	STARTING DATE: Note when the records were created.
NOTE: Folder information will also be used to determine the retention life of the records -- how long they should be filed before discarding them.

Consider folder for disposal 
If a work unit wants to delete a folder from a series or consider it for disposal,
•	set up a separate series to hold these folders. 
•	Call the series Folders for Deletion or Series for Disposal.
Transfer folder to different record series or work unit 
You may move a folder or group of folders to another work unit. You must ensure that the moved record series folders are listed in the information of the new work unit.

6.04	Review of the File Folder Registration Process
The registration process involves several main tasks. Each task has several key steps.
Identify File folders to be listed from Record Series
•	Review the list of Series registered for work unit
•	Locate the group of folders belonging to a Record Series
Place Inventory LABEL on FILE FOLDERS
•	Place a Registration Label on each folder  which identifies the work unit
•	Give each folder a consecutive number. 

Register File Folder Titles
•	Make note of file folder titles, work units and consecutive numbers.
ADD Local File Codes TO ALL FOLDERS to aid quick retrieval 
•	Chose an Alpha -Numeric local "shorthand"  code for each folder
You may wish to base the local file code on the Global Classification Guide [Annex B).
Prepare & Update the File Folder List
•	Identify who in the office updates the master list and where it is kept.
•	Circulate the revised list of folders and codes used in each series.
•	Encourage suggestions for additions/revisions from those who handle the files. 

6.05	Sample File Folder Detailed Codes, Data and List

All File folders in work units should be listed in a standard format, available for review when requrired.
File Folder Codes
EXAMPLE:  1
 For the Work Unit  CF-RURA-PR; Record Series: 1990-001; Titled:  " Programme (PR) files", 	
We could  set up File Folder Water and Sanitation..Within this folder we will  set up a sub-folder called 	Sewage Disposal.
When the files are coded we could use 
•	the two letter abbreviation (PR) for Programmes, and 
•	add a number (3 to 6 digits) to represent a sub-category.
You can number files as you wish. Be sure to standardize your numbering system throughout the field office or among all work units that work closely together.

Following the GCG guide you could:
establish a main FolderCode and  Description and up to five modifiers.
A code can also be up to eight characters long, including separators (e.g PR-120.195).
The first three digits after the subject code are used as hierarchical files, and
the last three digits for sequential file listings, as required.
You may prefer a simple breakdown for folders in the same work unit and record Series: e.g.	
Work Unit Unique ID:	CF / RURA / PE	
Series Code 	 1990-PE-01	
PR 000	=	Programmes	
PR 001	=	Programmes / Sewage Disposal	
PR 002	=	Programmes / Inspector Reports	
PR 003	=	Programmes / Birth Control	

EXAMPLE: 02
Or you may prefer as Hierarchical breakdown  for the same folders	
Work Unit Unique ID:	CF / RURA / PR	
Series Code 	 1990-PE-01	

We assigned 
•	PR 100 to Heath; then added more sub-categories--
•	PR 110 and 
•	PR 120.

We assigned the PR 200 listing to Water and Sanitation. We then added a more detailed description of files for the
•	PR 210 and 
•	PR 220 listings

Work Unit Unique ID:	CF / RURA / PE	
Series Code 	 1990-PE-01	

Local Folder Code
PR 000	=	Programmes
PR 100 listing - Sub-category
PR 100	=	Programmes/Health
PR 110	=	Programmes/Health/Diarrhoeal Disease Control
PR 120	=	Programmes/Health/Inoculations
PR 200 listing - 
Sub-category
PR 200	=	Programmes/Water and Sanitation
PR 210	=	Programmes/Water & Sanitation/Sewage Disposal
PR 220	=	Programmes/Water & Sanitation/Inspectors Reports

6.06	Progress Check

1.	What are the determining features of a folder?

2.	What information must be on each folder?

3.	Once you have listed approximately 100 folder titles, what do you do?

Answers

1.	What are the determining features of a folder?
Folders hold records of a similar nature; or records bound by separators, such as a binder, tabs or a report.

2.	What information must be on each folder?
Title, work unit, inventory number, and starting date

3.	Once you have listed approximately 100 folder titles, what do you do?
Check the series title and see if the series title really reflects it and if you need to, create another series or just change the title to be a little broader.

6.07				Summary
You now have an overview of the procedure for listing Folders in a UNICEF Office.
Work Flow: Basic Steps to List Folders

A	 Identify Folders & 
  Series	  What is the "Originating Office for the Records"	
B	 Place Consecutive 
 Numbered Labels on
 Folders	 Place "File Code" on folder
 Note Earliest date for contents 	
C	List File Folder information 	 As minimum, enter folder title,
 Inventory number and file code.	
D	 Print File Folder List
 (share with others who
  use the files)
	 - Can also Print new labels for
   folder titles. (useful for file
   reorganization or for beginning
   of year - opening new files)	

	
				
+Remember
All  file folders must be properly labeled. and listed in order that they can be retrieved for re-use.
.

	You have now completed Unit 6. If you are taking this programme with a trainer, wait for instructions from your trainer before proceeding. If you are taking this programme by yourself, continue to Unit 7 now.