The subjects are arranged in a hierarchical system in which records pertaining to a particular subject are arranged under primary categories and then, as necessary, under secondary and tertiary subdivisions.
(1) Classifying subject file material. Papers to be filed in subject files are marked in the upper-right corner with file codes taken from the left column of the File Outline. The following techniques are used in selecting the correct subject file classifications:
(a) read the subject line, if any, first.
(b) look for key phrases or familiar terms used in the text and check these against the file outline or the index.
(c) note the addressee and/or originator. The identification of either may help to establish the subject area with which the document is associated.
(2) Classifying case files material. Papers are marked in the same manner as the subject material. However, not all papers for case files need to be marked. Certain forms and reports used in personnel, fiscal, and other operations show numbers, names, and other identifying characteristics that are self-classifying, and need no further identifying markings to ensure that they are correctly filed. If a document is to be filed in a case file folder, also underline the case file identification in red where it first appears in the document.
(3) Classification review. Files personnel should double check file codes before filing to ensure that they are accurate.
(1) Cross-reference of file folders. Use cross-reference labels on file folders when two files are frequently used in conjunction with each other.
(2) Cross-reference of papers. Cross-reference papers when information must be placed in more than one file. Place the official file copy in the file to which it most closely relates. Avoid unnecessary cross-references. This consumes time and greatly complicates records retrieval.