I create artist files followed by object files related to each artist so that every object has it's own documented records. For the object files, I make sub-heading dividers using half-fold sheets of acid-free paper or card stock labeled: acquisition, correspondence, photography, catalogue record, conservation, etc and group papers accordingly within the folder. I print the heading in large font a few lines down, fold the paper in half so that it hold the section and so that the heading is clearly visible. Group documents in folders will not minimize your file drawer capacity but it makes for less rifling and easy access to the documents you want. 

I keep condition reports in a separate binder and don't bother with sheet protectors. Just punch holes and store. But I also keep copies of condition reports in the object files. I also keep a separate binder of each catalogue records and inventories, and a separate binder with appraisal values. I keep the binders grouped together and labeled for easy access.

Ruth Greene-McNally
Wilson deC. Museum
Southern Vermont Arts Center

On Mar 14, 2014, at 2:21 AM, Ruth Lang wrote:

> Our Historical Society is considering reorganizing our accession files. The accession folders and numbers are organized by year, with an accessions log for that year in the first folder. Many of the early accession records have just one document in them, others have several documents - some with small pieces of paper containing notes about the donation. We are attempting to make more room in the file cabinet drawers, so we would like to possibly consolidate the records into binders. We would keep the original order of the documents by year. The problem is keeping all of the documentation of the accessions that have multiple documents together without having to staple them together.
> 
> There are about 40 years of accession records with about 10 folders per year, so putting the multiple documents in sheet protectors could be quite costly. 
> 
> Does anyone have a suggestion on how best to consolidate the original paperwork, but also provide easy access to the documents without damaging them with staples? 
> 
> Ruth Lang
> Fresno Historical Society
> 
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