Make files and documents accessible while maintaining control.  If possible, encourage your staff to reference data on your computer rather than pulling the original file.   

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Only AP staff should retrieve and replace files.

If someone needs a document from a file, it's better to give them a photocopy and not the original file.  This prevents lost documents and reduces the number of files that need to be tracked.

Always use an out card when pulling a file.  This makes re-filing faster while providing a visual reminder that a file is checked-out.  Vinyl out cards with pockets for new documents eliminate the need to maintain a pending file for documents that come in while the file is checked-out.  Preprinted charge-out cards go in a small pocket on the out card, thus eliminating the need to write on the card or fill out a charge-out slip.