are divided based on whether they are ACTION or NONACTION documents. Figure 6-1, AR
25-400-2, illustrates the relationship between regulation numbers and file numbers for the
administration of the Army safety program, which is directed towards accident prevention Army-
wide. Program responsibilities include conducting studies and surveys to determine unsafe
practices and conditions, ensuring that mishaps are reported and investigated, establishing
reporting format procedures, analyzing and evaluating accident reports, providing safety
education, and maintaining statistical data on accident prevention. Records on nuclear accidents
and some other elements on safety are placed in respective subject series.
(1) Label all folders and containers used to store official records. Labels will include the
file number, file title, Privacy Act system notice number (if applicable), and the disposition
instructions. Include the year of accumulation when a file is cut off after a time period. Do not
include the year on a file with an event disposition, or on the "AC TIVE" folder of a time-event
file. See chapter 7 of AR 25-400-2 for an explanation of these types of files.
(2) Enter the file number and file title on the label as they appear in Appendix B of AR
25-400-2. For the title of a file label, any abbreviation that will be understood by the custodian
of the file may be used. For the disposition instructions, use abbreviations listed in the glossary
of AR 25-400-2. Note the sample label below; it shows the four elements of a file label.
Year of accumulation
25-1c Information Management Plans
COFF 31 Dec 92, Trf RHA Jan 95, Ret
WNRC Jan 96, Dest Jan 2003
(3) If there are several folders under one number, only the label on the first folder of the
series must show all of the required label information. Labels on the other folders under that
same file number will show the file number, a brief identification of material in the folder, and
(if applicable), the year of the file. A "dummy" folder (secured shut) or guide card with a label
containing required label entries may also be used. Do not use a "dummy" folder or guide card
with full label instructions when there is only one file folder for the file year.
(4) When one or more file containers have records with the same file number, posting
the file number and other information to each folder label or document is not required. The
documents in files of this volume usually bear a distinctive identification (for example, the name
on a personnel records jacket or financial data records folder, the number on a voucher, contract
number, and so forth). In these instances, only the label on the first folder of the series and the
label on the first container must show the required label information. Remaining folders,
drawers or other containers need to only be identified by the name, number or other feature
identifying the contents. If there are several folders under one file number you may use a
"dummy" folder or 4 guide card which contains the full label entries. Subsequent folder labels
need to only show the file number, contents of the individual folder, and (where appropriate) the
year of accumulation. Note the below sample label entries and use of a "dummy" folder.