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Filing System Instructions <br />Conejo Recreation and Park District <br />The following are guidelines for maintaining and utilizing the newly created filing <br />system for CRPD Administration files, <br />® File folder labels must be prepared utilizing the Smartstrip software. A <br />template has been created and saved entitled, "Administration label.cld" <br />within the Smartstrip directory of folders. <br />• File Folders to contain (Exhibit C): <br />o Records Retention Code and Description (in Upper Case letters) <br />o File Folder Name (Upper and Lower Case letters) <br />o Record Retention Code Section (Upper Case letters) <br />o Historical yellow index tab, if needed (Upper Case letters) <br />o Confidential red index tab, if needed (Upper and Lower Case <br />letters) <br />• Data entry for file folders is: <br />Line 1— Continuation of folder description or sub level of folder <br />Line 2 —Initial Folder Description <br />RRS Code & Description •-- RRS Information <br />Year -W4 digit year; use only when folder is for a single year <br />Band .i — <br />Band 2 — Automatically added by the computer to correspond with <br />Band 3 - I RRS Code line <br />• To create an Index tab for the file folder. Select Too[s, Design Bonus <br />Labels. <br />Utilize the box for alert or index labels. Utilize index labels for Historical <br />and Confidential labels. <br />Change the color to "Yellow" for Historical and "Red" for Confidential. <br />Type your text under the "Text" column. This information can then be <br />printed. This data will remain effective until it is removed. <br />• Utilize the 'Year" tab within Smartstrip, when the entire folder is for a <br />single year. Examples of flies for which this is appropriate include: Board <br />Packets, Budget files, Audits, Resolutions. <br />CRPD Filing Instructions page 1 <br />Ictus Consulting, LLC February 2003 <br />