Laserfiche WebLink
• • <br />Enclosure 1 <br />Page 3 <br />system inadequate, ambiguous, outdated and too much trouble• <br />to use. <br />A Central File Room should serve the needs of all the departments <br />and it should be organized such that the files are filed in a <br />logical sequence in a functional and efficient system so that <br />retrieval can be accomplished by anyone. <br />ANALYSIS: <br />After reviewing the comments from your employees and based on my <br />own observations, you do not currently have a Centeral Files --- <br />you have a central storage area (both in your central file room <br />and in your vault). There are numerous files that should be in <br />the Central files so they can be shared. i.e. City Fire <br />Marshall's Reports would be of value to the Public Works <br />Department so that they could review the list of businesses for <br />reviewing their own permits, water useage, etc. Also, access to <br />fire reports would be helpful to Public Works in compiling their <br />water consumption reports (with the time and location of the fire <br />they could compare the water used during the fire against the <br />water consumed at that location for the month). Project reports <br />should be issued names and numbers from a central listing so that <br />when they progress through all the different departments they are <br />always identified in the same way. i.e. If engineering starts a <br />project, it is given a name and a number; but when it progresses <br />over to another department, it is given a different name and a <br />new number --- thus eliminating any way to cross-reference the <br />material at a later time if you do not krsow all the different <br />names and numbers. <br />Procedures should be used City wide to instruct the departments <br />how their basic files should be set up and indexed in the <br />computer so that whether a file is in the central files are in <br />departmental files they can be accessible as needed. <br />The procedure should be written to allow the necessary latitude <br />for creating files specific to a department and to accommodate <br />the necessary confidentiality factor. <br />Your vault is currently used as a storage area, not a security <br />file room. In addition to the records which should be stored in <br />the vault, it is used as a storage room for old equipment, boxes <br />of unidentified files, old records from areas that were annexed <br />by LaPorte, and public domain files that are stored there because <br />no one seems to know where else to put them. <br />All of your existing records, whether in central files or in the <br />