the name of the author, the title, or any terms that describe the content of the document. Cards with similar access points, such as those containing the authors’ names, can be grouped together in alphabetical order. The record should include: • A bibliographic description including the document’s identifiers such as the title and name of the author. • A description of the contents, usually through either indexing or abstracting.184 To the extent possible, it is important to keep a complete backup (in electronic format preferably) of all the information. This includes a copy of all of the documents, recordings, photos, and videos, as well as a copy of the register of all the essential information regarding each case. This backup should be made and maintained in a safe, protected, and secure place separate from the originals. 4.2.3 Storage of Information Store documents, whatever their format, according to a system that allows them to be easily retrieved when needed. A complete storage system comprises the following: • Physical containers of documents; • An order on how to arrange the documents; and • A device or facility to help retrieve the wanted information.185 Arrange documents inside a folder alphabetically, chronologically, or according to themes, the nature, size or format of the document. There are organizations, such as the Human Rights Information and Documentation Systems (HURIDOCS), that provide assistance in developing a complete filing and recording system. 186 184 Indexing involves selecting the key terms that most closely represent the contents of a document. Where there are multiple index terms there will be multiple access points. Indexing uses a controlled vocabulary organized as a list of index terms. Alternatively, an abstract is a short summary of a text, usually less than 1000 words, see: Manuel Guzman and Bert Verstappen, What is Documentation?, HURIDOCS, 29 (2007), available at https://www.huridocs.org/resource/what-is-documentation/. 185 Manuel Guzman and Bert Verstappen, What is Documentation?, HURIDOCS, 29 (2007), available at https://www.huridocs.org/resource/what-is-documentation/. 186 HURIDOCS can be contacted at: 11 Rue du Cornavin, CH-1201 Geneva, Switzerland. Tel.: +41 22 755 52 52. E-mail: info@huridocs.org. 120