Functional File Structure

Functional File Structure

A consistent file structure is a standardized system for organizing and naming files and folders within your department or unit. It ensures that everyone stores records in the same logical way—by function, project, or date—so files are easy to find, manage, and dispose of when their retention period ends.

More records management guidance
woman organizing electronic files

Why implement a functional file structure?

Creating a consistent file structure for your department/unit will:

  • Reduce time spent looking for records
  • Eliminate the unnecessary duplication of records
  • Decrease security issues, risk and liability
  • Enable you to easily dispose of records once retention has been met 
     

Who should adhere to the file structure?

Everyone! You are the custodian of Ohio State's records. Records filing should follow a consistent structure for easy accessibility for:

  • You
  • Your colleagues
  • Future staff who may inherit your files
     

When do I implement a file structure?

Now! The problem will only get worse the longer you wait. Don’t wait until you or a colleague is ready to retire before you tackle your department’s record organization. 
 

How do I implement a file structure?

Follow these steps:

  • Create a single set of folders by record series – everyone in a unit should use these same folders. Examples: Leave Requests, Invoices, Personnel Evaluations, etc.
  • Create a number of folders equal to the number of retention years, PLUS one (see examples below)
  • Create sub-folders by trigger date. Examples: Year closed, calendar or fiscal year
  • Create additional sub-folders as needed, for records that are pending completion. Examples: Active/Inactive, Closed/Open, etc.
  • Avoid using employee names as the high level folders.
  • Do not name folders “miscellaneous”, “general”, “stuff”, etc.! 
     

How do I learn more?

Every unit is different, which means your filing needs might be different as well. University Records Management can listen to how you process and access records in order to help develop an efficient filing scheme for your business processes.

  • University Records Management offers trainings, phone consultations and office visits.
  • University Records Management is here to help.
  • Contact University Records Manager: Pari Swift, 614-292-4092

3 Year Examples

A folder structure showing Closed (2018–2021) with 3-year retention and Open with External and Internal subfolders.

5 Year Examples

Leaves of Absence folder structure from 2016 to 2021 showing a decrease from 5 to 1, with 2021 marked as Current."
Diagram of folder structure for Public Records Requests with two sections: Open and Closed. Closed includes subfolders (2018–2021) labeled 3, 2, 1, and Current. Notes: 3-year retention begins when fulfilled; subfolders aid organization and search.
Advising Files folder structure showing Active and Inactive sections; Inactive lists 2016–2021 with 5-year retention starting when student is no longer enrolled