Names like “Miscellaneous,” “Old Documents,” and “General Papers” sound great when the folder is being created but give little assistance when searching for them later. A good name should inform someone else what the records are about, what activity they document, and in some cases, what dates they cover. The intent of the name should not be to write a full archival description on the folder label, but instead to create a distinctive name to separate one file unit from another.
Remove the names from five folders in a small paper or digital collection. Do not move them. Look at the folders’ contents. Name each folder using a provisional title that reflects who created them, what they documented, and their type. Note the date range. Compare all the names you generated. “Supplier contracts, Project Alpha, 2024” is more specific than “Contracts,” and “Monthly equipment inspection reports, Jan.-June 2025” is more specific than “Inspections.” Which specific details helped you identify the records?
You should aim for consistency. If you name a folder “Invoices, March 2025,” don’t make a folder called “April supplier financial documents” unless you feel they are truly different kinds of documents. Create a format and use it consistently through a group of records. A typical formula is activity, date range, or document type followed by the subject, department, case name, or date range. The formula works for digital files because consistent patterns in your naming will make searching and sorting alphabetical much more manageable.
Avoid relying on names that only have meaning to you. Some abbreviations like “PR docs,” “M. files,” or “Old client stuff” are fine for the person who created the folders but not for anyone else. Spell out any terms that you might not recognize. Keep a consistent way to handle punctuation, and don’t use any fancy wording for names. If you assign reference codes, use them to help connect a folder to its description in an inventory or finding aid. A code such as “RS-03-014” will help you control folders, but you still need a good, descriptive title for each folder in addition to the code.
Include only accurate and relevant dates. A folder should only have a one-year span if all the records inside came from that year. A date range is good if the materials span several months or years. Only use approximations if you have noted when you aren’t sure of a date. Choose the dates that are on all or most of the folder’s content. Don’t assume a single page’s dates tell the whole story. Undated documents and later additions to a folder can be noted if they are important to how the records should be interpreted in an inventory or the scope note.
Include only details that are necessary. A title that is too general might not be useful in helping you determine one file from another. A name that is too detailed might not be easily understood by scanning a list on a box or a computer screen. If there are different kinds of records, such as a different activity, type of records, or record series, then create separate folders. Don’t just cut apart folders because you think a folder is too thick. A good name should also distinguish folders with the same name. Give them a volume number or date range if needed, or if applicable, a name or a date range or a range in alphabetical order.
The final test is to use your list to find a file. Have someone else go to the records and find a file from your inventory, note the date range on the folder, and return it to its location. When they hesitate because several files have a similar name, adjust the name to make your folders easier to distinguish. A good folder title does quiet work; it reduces unnecessary handling of records, improves re-filing accuracy, and helps to maintain your system without relying on the creator’s memory.