Law Enforcement Administrative File System
Law Enforcement Administrative File System, second edition, Steven T. Kernes and Barbara Birkland
Police and sheriffs departments struggle with the overwhelming deluge of written documents. Memoranda, letters, surveys, studies, financial records, personnel files, supply and inventory information, training files, and other important administrative papers account for a significant amount of filing space and work time dedicated to maintaining records. Filing and recovering this information is not only a necessity of managing a law enforcement agency, but a legal responsibility. Twenty-five years of research conducted by the authors reveals that most law enforcement departments do not have organized, systematic, reliable administrative filing systems. Most agencies use filing methods and concepts inconsistent with modern management practices. Through research a proven and tested file system has been developed to meet the needs of all agencies - small, medium and large. Managers are aware of the need to change and improve records management systems, however, seldom know when the time has come.
An affirmative response to any one of the following statements indicates the time has come to make a change and adopt new methods for filing and managing administrative records:
• File folders are maintained in alphabetical order.
• One secretary or records clerk is responsible for determining where documents are filed.
• When the responsible staff member(s) are absent from work, filing builds up until their return.
• Information can not be found in the file system during a 5 minute telephone conversation.
• When the responsible staff member(s) are absent, managers and staff cannot find information contained with the administrative records.
• The current file system and methods are confusing.
• Individual members of the department maintain a personal set of administrative files. They just cannot find what they need in the main system.
Addressing methods particularly valuable to the management of administrative records, this text merges theory with a streamlined practice using examples, illustrations, and a model alphanumeric method for coding documents. A comprehensive and practical system for coding, filing, and recovering all information, publications and documentation generated and received by police departments. This proven and tested system eliminates the confusion of locating and filing information when the responsible secretary is unavailable. Everyone can easily adopt and use this file system. Information buried in file folders hidden in file cabinets can be recovered in less than five minutes - during the length of a telephone call.
Unique Features
• Includes Model Manual for your department
• Integrated records management system
• Uses standard file folders
• Incorporates electronic filing
• Easy to adopt methods and practices
• Proven and tested system
• A system accessible to multiple staff members
• Quickly retrieve information
• Eliminates unnecessary duplication of files
• Simple to convert existing system to LEAFS
• System expands as department and written information increases
• Never misfile or misplace information
• Logical and sensible system
• 8 ½ x 11 inch format
• 149 pp.
• Weight:13 oz
• Made in USA
