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16508 SPACE CENTER EVARD ~ . ~ HOUSTON~AS 77058 (713) 488-6932 <br />l~nita ~uPont 81 associates <br />Management Consultants <br />January 17, 19@5 <br />Mr. Jack Owen <br />City Manager <br />City of LaPorte <br />P. O. Box 1115 <br />LaPorte, Texas 77571 <br />Reference: File Reorganization - City secretary's Office <br />Dear Mr. Owen: <br />Anita L. DuPont <br />President <br />I recently met with your City Secretary, Cherie Black and her <br />Assistant, Laura Hall, regarding the reorganization of your city <br />files. After a brief discussion, it became apparent that there <br />are a number of things that must be discussed in more detail in <br />order to design and implement a system that will meat your needs. <br />The following are a few items that should be addressed before <br />progressing 'any further. <br />1. Do you want a decentralized or controlled filing system? <br />2. In either a decentralized or controlled system, it is nec- <br />essary to know how all the departments currently interface. <br />3. Will wo have access to all department files in order to <br />create a standardised system? <br />4. If you want a system that is controlled and secure, will <br />there be a central file room with a file clerk? <br />5. What capabilities do your various computer applications <br />currently offer? <br />6. Is there a current index of all files that are to be re- <br />organized? <br />7. How many of these files are currently managed on your <br />computers? <br />8. Are there samples of existing filing systems? tIt is pos- <br />sible that an existing method could be adjusted and c~xpandQd <br />to solve your current file Problems.) <br />