Appendix B: Sample Administrative Folders Setup and Structure
Administrative Folders The administrative folder should accommodate dividers for different types of documents. In general there would be six inside tabs or dividers for different document types and one outside tab for general folder labeling.
Each administrative folder should be created for a specific project vendor. No two (or more) different vendor administrative files should be filed in the same folder.
Administrative Folder Labeling Each Administrative folder cover tab should be labeled with the following:
Six-digit project number
Name of vendor
Vendor Contract Number
First three letters of vendor’s name
The sample graphic below depicts the rule.
Figure 11: Administrative Folder label
Administrative Folder Inside Tabs Different types of vendor administrative documents should be filed into separate inside tabs of the vendor folder. The tab labels and placement should be defined by the following Contract File Index: