1.5. Archiving A File

Peruse the file contents and ensure that all papers on the file have a continuing value for financial, legal or reference purposes.

NOTE: If there are papers on the file which are still "current", (i.e. will need to be accessed on a regular basis during the rest of the calendar and/or financial year) they should be removed and placed on a new Part of the file. See Procedures for "Making a New Part of a File"

Find your way into the Spike; Program (see Chapter 1.[3] - CREATING AN ADMIN FILE).

Place your cursor on Records Management and click your mouse.

• Open Admin Files / Keywords. Place cursor on arrow and click to open. Scroll to appropriate Keyword, click to open.

• Select Admin Files. Double click on the file title (or correct part file) to be archived. The Admin File Update Box will appear. Select the Non-current record prompt by clicking on the box.

• Type in the relevant Box number to record the actual "off-shelf" location of the file being archived.

• Click OK and the term "archived" will appear next to the file title.

• Print a new "Admin Files Archive Box Label" which includes the newly archived file. (See instructions, Chapter 3.[14]for Printing Labels.)

• Remove the file from the shelf and place into the Archive Box.