How should cross-reference locations be identified when making duplicates?

When creating duplicates in a records management context, marking each copy by circling the appropriate file code is essential for ensuring clarity and easy reference. This method allows anyone who handles the duplicate to quickly identify the correct location of the original document based on its file code. It enhances the organization and retrieval process, preventing confusion that may arise if multiple versions of a document exist.

Identifying duplicates in this manner is especially important in environments like the Air Force, where precision and accuracy in record-keeping are critical. This practice not only improves tracking but also streamlines audits and assessments, making it easier to manage records and maintain compliance with regulations.

In contrast, other methods such as documenting locations in a notebook, using different colors for labels, or filing under the original document do not provide the same immediate clarity or accessibility. While these methods may have their own merits, they lack the direct correlation to the file codes that help maintain organized records in a systematic way.