Function: Documenting
Policy: 2-20 Filing System
CMHO Standard(s):  
Approved: January 2009

2-20     FILING SYSTEM

Approved January 2009

POLICY

The Agency maintains an organized filing system containing pertinent information regarding all aspects of Agency operations, including policies, correspondence, client data, finances, community relations, marketing and evaluation.

PROCEDURE

The Administration office staff organizes and maintains a filing system by department.  The Service Directors maintain filing systems relevant to their operations. 

Filing is set up using the ten operational functions as outlined in the Agency Planning and Evaluation Model (with the exception of the Finance department). 

The ten operational functions are used as a tool for the filing of information, both electronic and hard copy.  Application of the model for this purpose involves systematically storing information using the model functions as folders for easy retrieval.  Items found in the various functions folders include the following:

Planning / Pl

  • Work plans, proposals, program evaluations.

Documenting / Doc

  • Blank forms, documents or templates.

Regulations / Reg

  • Contracts, service agreements, policies and procedures, protocols, manuals, handbooks, fire plan.

Finances / Fin

  • Budgets, petty cash, monthly statements, ledgers, capital cheque requests.

Facilities / Fac

  • Maintenance plan, completed health and safety checks, completed weekly maintenance checks, completed fire checks, equipment information and inventory, electrical panel information.

Human Resources / HR

  • Completed human resources information including evaluations, supervision notes, training logs, completed injury reports and summaries.

Internal Communication / IC

  • All St. Leonard’s Community Services minutes, memos, Board Reports, Executive Director’s report.

Community Relations / CR

  • Correspondence, community committee minutes, community Agency brochures, information or newsletters.

Marketing / Mkt

  • Brochures, newsletters, presentations, annual reports.

Client Service / CS

  • Monthly statistical outcomes, program reports, client files, incident reports, serious occurrences, critical incidents, client satisfaction surveys, program descriptions, outlines or manuals.

 

Home

 

 

 

  
Annual Report, Agency Directory & Newsletters
     
  Client/Parent Feedback & Testimonials
     
  Community Updates
     
  Donating to St. Leonard's
     
  Employment & Volunteering at St. Leonard's
     
  Events
     
  FAQ
     
  Funding
     
  Governance
     
  History
     
  Agency Program Directory
     
  Agency Policies
     
  Information Services
     
  Staffing
     
  Student Placements
     
  Upcoming Events