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• • <br /> <br />Enclosure 1 <br />Page 2 <br />through several boxes of records before locating the item you <br />need. The Meeting Minutes are not cross-referenced making it <br />necessary to search through numerous minutes books to find the <br />reference material you require. The vault contains items that do <br />not Wend to be stored in a security area. <br />Current File Checkout: When someone wants a file from <br />central file, it is found pretty much by a "hunt and peck" <br />system. The person usually trys to go to the different file <br />areas and find the material themselves. If they are unsucessful <br />in finding it in the central files, they go to each department to <br />see if anyone has a duplicate file. If this search fails to <br />produce the file, they go to Cherie Black or Laura Hall who go <br />through each file individually until they find the missing <br />information. <br />~Du~ _l__i_~cate Files Within the Departments: There are numerous cases <br />~plicat~iles in the departments, they all feel <br />if they put their copy in central files they will not be <br />able to retrieve it. Only a few people use the current central <br />filing system because it is too time consuming and frustrating to <br />try to retrieve from it. <br />Cross-References: A number of your departments need. to <br />cross-re erence material from other departments. Even with the <br />new computer system you are putting in place, the files as they <br />are currently organized will not provide this flexibility. <br />I11-Defined Categories: There are, currently, no written <br />procedures for setting up files either iri the departments or in <br />central files. There are no guidelines for establishing <br />categories, what each category represents -- what files should go <br />in them. <br />~P~u~r~in Central Files: Many of the existing files are very <br />out 3ate~and shou~be purged and put in outside storage or <br />destroyed. This determination should be based on criterion set <br />forth in your City Charter and Home Rules and based on any other <br />official retention requirements that apply. <br />E ui ment: The equipment you currently have, with some minor <br />a justmerit~s, will accommodate any new system you might use. <br />For the most part, the employees I interviewed don't know what is <br />in the central file room and additionally, they find the existing <br />