A folder list is simply a list of the folder titles in a box, listed in the order in which they are filed. Think of it as an index to your office’s records.
Since we receive thousands of file folders here, we rely on your folder lists to retrieve files when you request them. Because we have a small staff, we ask that you prepare box lists before you send your organization's records to the Duke University Archives. It'll help us provide access to your organization's records sooner!
Folder list formats
A - General Correspondence, July 1, 1995 - June 30, 1996
A - General Correspondence, July 1, 1996 - June 30, 1997
Administrative Council, July 1, 1995 - June 30, 1996
Administrative Council retreat, August 1, 1995
The format above is good. It is clear, simple and easy to read. You can also use the date style "7/1/1995-6/30/1996." The folder label should provide an accurate indication of the subject of the folder and the span of time covered.
A - GENERAL CORRESPONDENCE (7/1/95-6/30/96)
A - GENERAL CORRESPONDENCE, July 1, 1996 - June 30, 1997
ADMINISTRATIVE COUNCIL - RETREAT
ADMISSIONS – 1996
This list is poor. Using all capital letters makes it difficult to read. Inconsistent use of parentheses and date formats also makes for difficulty in reading. Lack of dates for some folders makes the list much less useful.
A - General Correspondence, 7/1/95-6/30/96
A - General Correspondence, 7/1/96-6/30/97
Administrative Council, 7/1/95-6/30/96
Admissions - 1996
This one is confusing. The meaning of the indentation is unclear. Does this mean the file on the retreat is in a separate folder? Or is this folder just about the retreat? Compare with the first example.
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