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ANNEX G

Guidance on the Standard System for Organising Your Files (Retheming)

For branches preparing to join the standard system or streamline an existing file series, the procedures are as follows:

• If appropriate, RM team will arrange to visit to discuss requirements. A 3 character cipher (e.g. 2AB) or unique identifying branch code for the new file series is selected and reserved. The master cipher list is maintained centrally, and RM team must be consulted to ensure any cipher chosen has not already been allocated.

• Before planning a new file series, the branch must review its current files with a view to identifying those for closure, disposal and/or central storage. Yearly files which are not the current year, files which are rarely used and those which are thicker than 4 cms should also be closed and given a disposal decision.
• Only current parts of files and those less than 5 years old are rethemed - i.e. if a file has 4 parts, only part 4 will be rethemed.
• Once the current files have been sifted and those for closure identified, the remainder will form the core of the new series, and a branch decision will be required as to how these should be allocated themes and subthemes.

• Letters from A-Z may be added to the 3-character cipher to signify the theme (general subject matter) e.g. 2ABA. This is followed by a numerical suffix to denote the subtheme (more specific subject matter) e.g. 2ABA 001, a second numeric suffix represents the file title e.g. 2ABA 001/001. The following example illustrates:

• New file series are created using leading zeros so that reports produced from the database list in strict numeric order.
• The new files will be listed on table ( see Annex H for example), and then sent to RM team for consideration and addition of new files to the central IMPReS database. Labelled file covers will be issued and all appropriate cross-referencing to former file series will be carried out where appropriate. A permanent computer record is created on the central database for each file, including file number, title, opening and closing dates, disposal instructions, movements, review year and classification if applicable.
• In order to maintain continuity, some business areas may opt to transfer papers from current parts of the old file series into the new. Transfer of papers is branch responsibility, but if circumstances and resources permit, RM team may be able to assist. A demonstration of NetIMPReS will be provided on completion of the exercise.

• Documents held on Treasury tags in old files, will be transferred to new file covers in the same tags, to minimise time and effort required. This will apply even where mediclips are the preferred option to hold papers in the new series. All new files and all subsequent parts of the new series may contain mediclips if desired.

Contact RM team for further guidance on setting up/revising a file series, and for a copy of the standard retheming table - see Annex H.

Organisation/Theming of files - Hints on best practice

• Avoid using descriptors of "general" or "miscellaneous". A thematic grouping with this heading gives no clue as to its content.
• Correspondence must kept separately from policy documents.
• Smaller, more specifically themed files are preferable to bulky, all-embracing files.
• File titles must reflect clearly and specifically the subject matter of the papers
• within the file.
• Different strands of the same subject should be given different files.
• Each stage of the legislative process of a Bill must have its own file.
• Theming should be considered by all members of a branch. This will promote familiarity with the structure of the new file series for all branch members, irrespective of grade.

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