e. Record-keeping Supplies. MARKS support the conservation and use of all files supplies
and equipment in accordance with AR 700-9. Supplies available from the Federal Supply
Schedule or an administrative self-service support center will be used to maintain records.
f. Use of Guides and Folders. Use guides to divide files and to identify subdivisions to ease
filing and retrieval. Use folders to consolidate, retrieve, and protect the records. Stamp the file
folder with the classification per AR 380-5.
g. Maintenance of Records for Multiple Organizations. Officials who perform duties for
more than one organization will identify the records created in each capacity and maintain them
separately. Examples of situations requiring separate record-keeping are a division commander
who is also an installation commander, a command safety officer who is also the installation
safety officer, or the chief of a staff section who is also secretary of a committee.
h. Arrangement of Files. The filing arrangements described below are authorized for
subdividing records under a file number. They may also be used for TOP SECRET records.
(1) Date arrangement arrange records chronologically in the folder.
(2) Simple number arrangement arrange records in simple numerical sequence, such as
unit designation or project number.
(3) Alphabetical arrangement arranges records by subject and name. (Arrange subject
titles alphabetically. Examples of names are personal names and organization names.)
(4) Organization names File first by general name (such as arsenal, battalion, or
depot), then file by specific name, for example, ARSENAL, Watervliet; DEPOT, Red River;
MILITARY OCEAN TERMINAL, Bayonne.
(5) Arrangement restrictions Records not covered by a Privacy Act system notice will
not be arranged to permit retrieval by personal identifier. Records covered by system notices
published in DA PAM 25-51 may be arranged for retrieval by personal identifier. DA PAM
25-51 contains system notices prepared according to the Privacy Act and published in the
i. Classified Documents. File classified documents and unclassified documents in separate
containers. There are two exceptions to this instruction. First, documents may be stored together
when the record of an action consists of both classified and unclassified documents and reference
purposes require that both be filed together. Second, classified and unclassified documents may
be stored in the same security container when a small volume of classified material is on-hand
and it is advantageous to use otherwise empty space for unclassified material. However, the
classified material will be separated from the unclassified material by guide cards or by
placement in separate drawers.
j. Maintenance of Records in Libraries. Record copies of publications or other documents