Begin with the End in Mind: A Records Management & Archives ...

RECORDS SERIES EXAMPLES
Bill Files/Books
Legislative bills and
supporting materials,
including bill drafts, fiscal
notes, bill summaries and
histories, routing and tracking
forms, correspondence,
memoranda, press releases,
documentation of committee
consideration and other
relevant materials that
document legislation written
and/or sponsored by
legislators.
RECORDS MANAGEMENT
SUGGESTIONS
Bill Files/Books
Staff members retain bill files
according to their assigned
subject or issue area. Each bill
or issue should have its own
file folder. If staff reuse the
actual bill book folders, each
file should be labeled with the
issue or bill and filed by
legislative session once
removed from the original
file.
Be sure to incorporate any
loose documents relating to a
bill into the appropriate bill
file and file by legislative
session.
Electronic and paper files
should be mindfully named;
electronic directories and
subdirectories should be
organized by topic or
document type (for example,
“C:\staff name \
education\letter” or “C: staff
name\letter\education. “
Records created using the
Legislative Management
System should be
electronically backed up and
printed onto paper. They
should be filed according to
legislative session and topic.
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