1985-05-20 Called Regular Meeting

Browse Search

• • Enclosure 1 Page 4 vault, should be purged; current data kept in central files and legitimate files that need to be secured should be kept in~the vault; all other files should be archived in outside storage or destroyed. Permanent files should be filmed with the film being kept in-house and the records going to outside storage or film the records and destroy the hard copy. Filming is particularly necessary in the case of the very old records dating back to the 1800's, after the records have been filmed the original documents should be stored in a controlled environment and if at all possible should be displayed for their public historical value. A central file system needs to be designed which will provide an efficient and accessible method for storing your immediate past year and your current year in-house, then an archive system should be created to adequately organize your old records so that they can be indexed and stored in an accessible and controlled outside storage area The City of LaPorte appears to be suffering from the normal strains experienced due to very fast growth. You need to do some serious evaluation of how you want to use a central file room. You then need to have a system designed and set up that is productive and time efficient and that will meet your current and future needs. If your system were more streamlined and updated, it would be easier for your employees to locate the files and would prevent costly employee time misuse. RECOMMENDATIONS: EQUIPMENT: Use lateral files or open lateral shelving. Use legal size lateral end tab file folders and file pockets Use color coded numerals, alphas and color bars. REDESIGNED FILE SYSTEM: Redefine and if necessary change categories to make them more logical and more appropriate for your needs. Standard- ize central and departmental file categories as much as possible. Specifically list and define the files that should appear under each category. Go through each file and read it --- combine, purge, store, or destroy appropriate files. Reorganize under correct category.