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There are correlations between this summary of file folder structures from the BC Ministry of Transportation and the logical structuring of electronic and multi-media files.
For the purposes of this discussion (standard), a file can be described as a collection of related records treated as a unit and arranged in a logical sequence to which a specific retention schedule and final disposition can be applied.
Note: this statement reflects the evolution of retention planning within the BC government as started by those of us working at RMB in 1983-1985 when we devised most of the logic. In many other systems and jurisdictions, there is no expectation that one retention period may be applied to a physically grouped collection of materials, arranged to facilitate that purpose (among other purposes). Instead, it is expected that a separte, perhaps document level retention plan will be interpreted relative to the contents of files arranged for other purposes. This practices requires review of files to select (purge) those records which fit retention and disposition criteria.
File folder: a device in which records are systematically arranged for reference and retrieval.
Fileback: a device to which records are affixed in a systematic arrangement for reference and retrieval.
Sub-file: a specific sub-set or portion of a file in which records are arranged primarily by sub-topic or other criteria.
Volume: a specific subset or portion of a file in which records are arranged primarily in chronological order. Every file will have at least one volume.
Enclosure: records that because of their size, format or media cannot easily be hole-punched or affixed to a file folder or file back. Enclosures are normally kept together in an expandable file folder, binder or other container in conjunction with a conventional file or file folder.
Records that are maintained only in expandable file folders or other containers shod be considered to be files rather than enclosures.
