1985-05-20 Called Regular Meeting

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• .. _. ~ Enclosure 1 CITY OF LA PORTS, TEXAS CENTRALIZED FILING SYSTEM STUDY APRIL 22, 1985 OBJECTIVE: To conduct a study to determine the problems with the existing central filing system and to make recommendations for the reorgan- ization of that system and/or redesign of the system. OBJECTIVES ACCOMPLISHED BY: Conducting interviews with department representatives to determine how the files are currently used; who uses them, how many duplicate files are maintained in the departments due to having inadequate central files; how would they like to see the system changed. Researching the existing files to see how they are set up and how accessible they are. .. Assemble data, prepare analysis, and make appropriate recommendations. GENERAL DATA: The following information was gathered as a result of several meetings held with Department Heads and with various other representatives from each department in the City of LaPorte. This data reflects comments made by the participants in these meetings as well as research done about the files: Current general records are filed in your central file room in order by category and then in alphabetical order by file. The files stored in your vault are mixed media files stored by category in specific areas of the vault and on open shelves. i. e. Ordinances are filed in large binders in order by ordinance number, the meeting minutes are filed in large books in chronologic order and deeds and contracts are filed in boxes in al habetical order by contract name or subject name. The method P in which contracts and deeds are filed is subject to interpretation and many times it is necessary to look in several places before locating the item. Additionally, they are not necessarily in alphabetical order making it necessary to go