5 FAH-3 H-600
MANUAL FILES SYSTEMS
5 FAH-3 H-610
USING TAGS/TERMS IN FILING
(CT:TAGS-75; 05-31-2018
(Office of Origin: A/GIS/IPS)
5 FAH-3 H-611 GENERAL
(CT:TAGS-66; 06-13-2016)
a. All subject files should be filed according to the
TAGS/Terms System described in this handbook. This system covers centralized
and decentralized files. Some records, such as official personnel files, may
not be appropriate for subjective filing. In this case, alphabetic or numeric
filing schemes are acceptable.
b. Offices in the Department may find that they will be
using a few TAGS or other headers (e.g., Personalities and Organizations) which
are relevant to their particular office programs, but will expand on the use of
the terms to further refine filing. Conversely, posts may use more TAGS to
cover the variety of information coming to them from the various offices in the
Department, and fewer terms.
5 FAH-3 H-612 HOW TO USE THE TAGS/TERMS
SYSTEM
(CT:TAGS-66; 06-13-2016)
a. First consider the overall mission of your office
and find the TAGS that describe your function. Read the definition of each
TAGS and then choose the appropriate ones.
b. TAGS are broad categories
used in identifying information. There are three types of TAGS: Subject, geo-political,
and program (K TAGS). Information can also be arranged by personalities and/or
organizations.
c. Terms are subject concepts
used in connection with TAGS and serve to refine TAGS general categories. Subject
terms provide more specific coverage.
d. Department offices and posts should be guided by the
following steps to set up manual files:
(1) Establish records on a calendar year basis or
where appropriate on a fiscal year basis. This makes retiring the files easier
because they will be blocked by a specific time period; and
(2) If you are using more than one TAGS group, use an
alphabetical guide to separate the TAGS groups. For example, A for the
Administrative group; B for the Business group; C for the Consular group; and E
for the Economic group; etc. Also use a guide with the TAGS name on it as in the
example below.
e. Begin creating the file folders under the
appropriate TAGS and assign a term listed in the TERMDEX or under the
appropriate subject TAGS in the TAGS/Terms Handbook that best describes the
information to be filed and facilitates easy retrieval. If there are no
appropriate terms located in the handbook, assign the best term that describes
the information to be filed. A third concept can be added by using additional
terms, i.e., geographic areas, names or organizations. This type of file is
known as primary, secondary, and tertiary filing, and is the basis for all
manual filing systems.
TAGS (FILE) PRIMARY SECONDARY
APER TERM: RETIREMENT DOE, JOE
(PERSONALITY)
EAGR PEST CONTROL EG
(EGYPT)(GEOGRAPHIC)
PTER HIJACKING TWA (ORGANIZATION)
SENV POLLUTION ACID RAIN
(TERM)
f. Often, more than one TAGS will be used to
cross-reference information in a document. In this case, offices should
clearly identify the TAGS that is the most important, and then create a
cross-reference to the other TAGS. There are several ways to create
cross-reference files: computerized indexes, card file indexes, or filing a
copy of the first page of the document into other TAGS files. Offices should
not duplicate files for the sake of cross-referencing.
g. Label each document with the appropriate TAGS/Term
in the upper right corner for easier filing.
5 FAH-3 H-613 LABELS
(CT:TAGS-66; 06-13-2016)
Start making labels using the TAGS only. When a
particular subject under a given TAGS warrants a folder of its own, make a new
label and include a term as well as the TAGS. Always put the year on the
label, preferably in the upper right corner. Depending on the function of the
office, the files might be set up using subject organizations, personalities,
and geo-political TAGS instead of just subject TAGS. If there is a disposition
schedule, put it on the label. Here are examples of labels using TAGS, terms,
personalities, organizations, date and disposition schedules:
5 FAH-3 H-614 PLACEMENT OF LABELS ON
FILE FOLDERS
(CT:TAGS-66; 06-13-2016)
If using the TAGS only, place the label on the left side
of the folder. Place the label in the center of the folder if using a TAGS and
term. When using a second term related to the first term, place the label on
the right side of the folder. This will give you a visual breakdown of your
files. See examples below.
5 FAH-3 H-615 LABELING FILE DRAWERS
(CT:TAGS-66; 06-13-2016)
The file drawers should be labeled to show the content of
each drawer. See example below.
5 FAH-3 H-616 PREPARING A FILE LIST
(CT:TAGS-75; 05-31-2018)
a. For convenience and ease in locating and retrieving
files, it is suggested that a file list be prepared. The file list serves as a
useful tool in identifying the records being maintained in the area and where
they are located. It should be distributed to all employees of the office for
their information and use, or maintain the list at the beginning of the files
where everyone will have access to it.
b. Technical assistance in proper use of the system or
in adapting it to the specialized needs of an office or post is available from A/GIS/IPS/RA.
5 fah-3 h-617 through h-619 unassigned