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� <br />�,� <br />J�.,, <br />Community Development Department <br />emo <br />To: File <br />From: Don Munson, Building Official <br />Date: 03-08-2010 <br />Re: Computer Files - Reorganization <br />• <br />Problem: Computer files for Code Enforcement have become erratic. There is little rhyme or <br />reason to the files anymore, they are becoming a hodge-podge. The file structure inhibits <br />efficiency and will be a problem for the continuation of services. Will be very hard for new <br />personnel to find necessary documents. <br />Solution: Revise computer files so that they are understandable and user friendly. <br />Steps to take: <br />1. First of all - Decide: Do we need/want to revise these files? <br />2. Where are we now? <br />• Identify and chart the existing files. <br />3. Where do we want to be? <br />• Design a new structure. <br />o Organized around what? <br />■ Core functions? <br />■ Other? <br />o Do we want to keep the old structure far old files and renaine? <br />4. How do we get there? <br />• Identify: <br />o Core functions or other method. <br />o Core files categories or other method. <br />o Sub-categories and Sub-sub-categories, etc. <br />• Create the new structure, new file names, categories, sub-categories. <br />• Keeping old structure? If so, identify what of the old files we want to keep and <br />transfer, and, what can stay in any old files. <br />• Move files and goupings of files into the new categories. <br />o Delete unnecessary files. <br />• Create a small chart that shows the new and old structure so staff can readily <br />find specific categories. <br />• Rick's files last. <br />• Page 1 <br />