VI. 2 Andrews University GUIDELINES FOR CENTRAL RESOURCE FILING

Units can utilize filing space more efficiently by eliminating duplicate filing of some kinds of general records. Each unit is encouraged to set up a central resource file to relieve individual offices of the need to maintain separate files which may duplicate each other.

The frequency with which records are used determines the need for their proximity to the user. Records which are used daily should be in a drawer of the workstation or desk, while those that are needed weekly or monthly can be kept in filing cabinets in the office. Records that are referred to only two to six times a year, particularly those of a resource nature, can be most efficiently maintained in the units central resource file. When records reach the stage where they are not needed for reference more than once a year, they should be transferred to the Archives and Records Center.

The following is a suggested list of types of general records that could be included in a unit central resource file:

1. Minutes of committees that more than one on the staff are members of.

2. Newsletters and other publications from organizations of common interest..

3. Miscellaneous reports of finances, statistics, or other types.

4. Publications of the unit

5. Resource material that could be useful to more than one staff member.

6. Bulletins, publications, and other routine materials from other Andrews University units.

7. Catalogs produced by or related to the unit.

8. Staff itinerary and conference reports.

9. Computer users' manuals.

10. Other items unique to the unit.

Instead of having these types of records coming to every office in the unit, both money and space, as well as filing time, could be saved if each unit received one copy for its central resource file and another copy to be circulated. The circulating copy could be stamped with the unit name to remind users that it is not their personal copy.