Once the records you wish to archive have been identified, now you need to decide how to organize them. Consistency is key, and the obvious organization system is the easiest to maintain. Make sure that the system you choose is written down and passed on. Follow past organization systems, if they exist. This will make records easy to find when searching for information. 

Consider organizing your records in one of the following ways:

• By function, category, or office
• Chronologically
• Alphabetically

Label your records clearly and consistently. This prevents materials from getting lost or accidentally deleted and saves you from spending unnecessary time looking for records. Additionally, an inventory will help in the creation of a transfer schedule and expedite the transfer process. 

Label your analog records by writing on the folder, box, or container. Avoid writing on the actual material when possible. Labels should be short but descriptive and include:

• Organization or group name
• Title or record type
• Date or date range

Gather your records in a secure location, away from moisture and light when possible. Try to keep them out of spaces with food that could attract vermin. Avoid using anything damaging such as glue, rubber bands, tape, etc.

Label your digital records clearly and consistently using titles and dates in the standard format of YYYY-MM-DD. Use common file formats:

• Documents: PDF*, .doc, .docx, .txt
• Photographs: .tiff* or .jpg

* preferred format

Files should be organized into folders and shared with SCUA. Please do not try to share your entire Google Drive with SCUA as this may result in repeat transfers or missed files.