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Chapter 5. Filing It and Finding It > Additional Filing Information

Additional Filing Information

Heading Files With a Noun-Supplemental

In some instances, when files are very voluminous, you may need additional information in the heading. If it needs a tertiary division, you can break the information down geographically, numerically or chronologically. Thus, Surveys; Southern California, 1996–1998 and Surveys; Northern California, 1997–1999. (Most likely the older survey results would be in a central file location and only a summary would reside in your desk.)

More than One Heading

Here is a tricky situation. What happens when you have an item that can go in more than one location or carry more than one heading easily? To quote Getting Organized, by Stephanie Winston, “…Let’s say, though, you have stacks and stacks of personal mail to keep—much too much to fit into one folder. Should these folders be labeled Letters, Susan or Susan, Letters? If the person is the relevant subject, then the folder should be labeled Susan or Michael rather than Letters, Susan or Letters, Michael. If Susan or Michael is so important that there’s a whole folder’s worth of letters from each of them, there will probably be other materials about Susan or Michael that will go into the same folder. In other words, if you ask the question, What is the file about? and the answer is the person, not the letters, then the name should go on the label.”


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