Preparation

1. Assign a Team: Create a team responsible for the sorting process, including representatives from various departments.
2. Set a Timeline: Establish a realistic timeline for the sorting process to ensure timely completion.
3. Gather Supplies: Prepare necessary supplies like boxes, labels, markers, and a shredder.
4. Create a Sorting System: Develop a system for categorizing documents, such as using colored labels or folders for different categories.

Sorting Process

1. Centralize Documents: Gather all paper documents from various locations within the department and centralize them in one place.
2. Sort by Category: Divide documents into categories like:
• Active Files: Documents currently in use or needed for ongoing projects.
• Inactive Files: Documents not frequently accessed but still required for reference.
• Historical Records: Documents with long-term retention requirements.
• Confidential Documents: Documents requiring special handling due to sensitive information.
• Disposal: Documents that can be shredded or recycled without concern of the retention schedule. These are usually brochures and pamphlets, personal notes, documents that have been superseded by another document, handouts received from meetings, etc.
• NOTE: While "documents" and "records" are often used interchangeably, in the context of a retention schedule, "records" refers to specific documents that hold legal or administrative value and need to be retained for a set period of time due to compliance or business needs, while "documents" can encompass any piece of written information, including those that may not need to be formally kept as records and can be discarded sooner.
• Record: A document that has legal or administrative significance and needs to be managed according to a retention schedule, usually due to regulatory requirements or internal business needs.
• Record Example: A signed contract with a client, a finalized purchase order, or an employee's performance evaluation.
• Document: A broader term encompassing any written piece of information, including drafts, emails, notes, etc., not all of which would be considered "records" and may have a shorter retention period.
• Document Example: A draft contract, internal meeting notes, or a personal email thread discussing project ideas.
3. Review and Purge: Thoroughly review each document and determine its retention period. Dispose of unnecessary documents securely.
   NOTE: UTHealth Houston Retention Schedule. The most important factor in a retention schedule is a date, either the last date the record was accessed or the date it was created. Some records are kept as long as they are administratively valuable, some are kept indefinitely. If there is a question about what kind of record you are working with, please contact the Records Management Department.
4. Organize Active Files: Organize active files in a logical manner, using a filing system that is easy to understand and access.
5. Box Inactive Files: Place inactive files in labeled boxes, ensuring they are clearly marked for storage or disposal.
6. Secure Confidential Documents: Store confidential documents in a secure location, such as a locked cabinet or safe.

Additional Considerations

• Digitalization: Consider scanning important documents to create digital copies for easier storage and access.
• Document Retention Policies: Adhere to any existing document retention policies to ensure compliance with legal and regulatory requirements.
• Offsite Storage: If necessary, arrange for offsite storage of inactive or historical records with Records Management.
• Inventory: Create an inventory list of all documents, including their location and storage details.

By following these steps, your department can efficiently sort through paper documents, reduce clutter, and ensure a smooth transition during the move.