(Revised October 2000) Section 5.A
The filing system is designed to be used for resource materials. The files will contain resources beyond ISU publications. Also the files should be used for folders related to specific programs and materials that have been developed.
It is essential that an office have a system for locating materials as staff will likely not always be present when a question arises.
Uniformity in the filing systems enables all personnel, including field specialists and program assistants, to have quick, easy access to all information in the total files. In the system outlined there is uniformity of the primary subjects and secondary subjects. Individual case folders may be added in any location.
As field specialists cover a larger area, it is imperative that on a routine basis (each year or so) the field specialist check the county files. Initially there may be a big sorting and cleaning job to get the files in order.
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1. File Classification Manual--Revised 1994. Includes information about how to use the system as well as the specific primary, secondary and tertiary categories.
2. File titles are available at each area office on a computer disk and online as a Microsoft Word file at http://www.extension.iastate.edu/ofcguide/FILELBL.DOC. It is possible to print these titles to file labels directly.
3. It's Easier Than You Think--15 minute videotape with the main purpose to encourage using the system and to have an overview of how the system is to be used.
Section 5.A Return to top
The ISU Extension File Classification Manual, last revised in 1994, provides guidance on organizing county extension office files. Categories listed in the manual are listed in Appendix D of this handbook.
Section 5.A Return to top
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