File Indexing Defined

Here are the three basic ways to store files. Business Archives recommends one of the first two methods as most files can be easily identified and can be keyed into our computer system to provide reports and control over your files. Also, using a date and alpha system or a numbered system will easily allow you to purge files when they reach your established retention schedule.

1. By date and alpha range

Example
1988 Accounts Payable A-M
1988 Accounts Payable N-Z , etc.

2. By numeric range

Example
0001-0050
0051-0100 , etc.

Or, prefix the range with a year for purge purposes

Example (using 1994)
940001-940050
940051-940100 , etc.

3. By individual name

Example

BOX 1 Mary Smith John Ledbetter Susan Kearney

BOX 2 Steve Smith Carol Stevens Patrick Coyle