When a folder is cut-off, filing is not possible because the active part is closed, this is because a folder should always contain one active part in order to file records.
A part is a segment of a folder; it has no existence independent of the folder. The folder is segmented for management purposes only, and is managed from the folder level.
A folder will always contain at least one part - the first part - which, until and unless a second part is created, is co-extensive with the whole folder.
The concept of parts allows the contents of folders which would otherwise be closed to be disposed of in a regular and orderly manner.
- The distinction between parts is important for the correct management of disposal.
- A folder can contain one or more parts.
- Parts are used to manage the contents of a folder.
- A folder has exactly one active part.
- When the current active part is closed, a new part is automatically created which becomes the active part.
- Records are always archived to the active part.
- With special privileges a records administrator or manager can open a closed part.