2 - PRÁCTICAS DE ARCHIVO - ORDENACIÓN Y FOLIACIÓN DE ARCHIVOS

Summary

This video provides a comprehensive guide on the proper organization and foliating of files within an organization. It explains key steps for sorting documents, including alphabetical, numerical, and mixed methods, and stresses the importance of maintaining the integrity of documents. The video also covers the foliation process, detailing how to number pages consecutively and handle various document formats like videos or diskettes. Additional tips emphasize proper storage, using appropriate archival materials, and keeping documents in chronological order. The goal is to educate collaborators on efficient document management and preservation.

Takeaways

• 😀 Organizing and foliating files helps familiarize collaborators with proper file management and administration.
• 😀 File organization involves establishing natural, chronological, or alphabetical sequences within defined categories.
• 😀 Different organizational criteria include alphabetical (using letters), numerical (using numbers like year, month, day), and mixed (combining both).
• 😀 Always avoid using hooks or perforating documents to prevent damage.
• 😀 Use archive furniture and conservation units (boxes or folders) for storing documents appropriately.
• 😀 Ensure the documents are organized from the most recent to the oldest when creating a folder.
• 😀 Foliation is essential to control the number of folios in a document unit and helps maintain order.
• 😀 Each page within an expended file should be numbered consecutively, starting from the first page.
• 😀 Do not use colored pencils or markers; use a 4H pencil for legibility in foliating documents.
• 😀 For files containing multiple formats like videos, audio, or digital media, ensure each has a consecutive folio number.
• 😀 Documents in smaller formats adhered to a page should be treated as one folio, and photographs should be numbered on the back and referenced in a cross-reference format.

Q & A

What is the purpose of the file sorting and foliation process described in the video?

The purpose is to raise awareness and familiarize employees with the proper organization and management of files and documents generated by various departments of RTVC.

What is meant by 'file sorting' in the context of this video?

File sorting is the archival process of organizing documents into established sequences, either chronological, alphabetical, or numerical, within categories or groups defined in the classification system.

What are the three main sorting criteria mentioned in the video?

The three main sorting criteria are: alphabetical (using the alphabet to organize documents), numerical (sorting by assigned numbers in a chronological order), and mixed (a combination of alphabetical and numerical systems).

Why is it important not to use hooks or perforate the documents during sorting?

Hooks and perforations can damage the documents. It's important to handle the materials carefully to prevent any deterioration of the documents.

What should be done if a document requires storage in a physical folder or box?

You should request the appropriate storage units such as folders or boxes through the service desk to ensure proper organization.

What should the order of documents in a folder look like?

Documents should be arranged from the most recent to the oldest within a folder.

What is 'folios' or 'folios numbering' in the context of file management?

Foliation is the process of assigning a consecutive number to each page within a file to control the number of pages in a unit of conservation and ensure proper order in the file.

What materials should not be used to mark documents with numbers during foliation?

You should not use pencils or colors that are hard to read, such as red or blue, when numbering the pages. Ideally, a number 4 pencil should be used for clarity.

What is the maximum number of folios allowed in a single folder?

A folder should not contain more than 200 folios (pages).

How should non-paper documents (such as audio, video, or digital files) be numbered in the foliation process?

Non-paper documents such as plans, cassettes, disks, and other formats should be assigned a consecutive folio number and documented in a cross-reference format to maintain proper organization.