For those that are viewing documents on my Keep and Share site, I thought it might be useful to explain the filing system that has evolved. Through the need to have them in chronological order as opposed to alphabetical I have put in brackets a meeting number and alpha, i.e;
2011 (01A) January 26 – Council AGENDA
2011 is obviously the year – having it at the start ensures all of the same year are together
(01A)
the number indicates which meeting number for the year of that committee, 1st,2nd etc and the alpha are as follows:
A=Agenda.
b, c, d, etc=Part 2 or 3 of large agenda or reports separate of agenda or tabled documents, I usually put TABLED in the file name so if you are using the Keep and Share search engine you can type in TABLED and you get all the tabled documents I have. There is some logic in my reasoning, it just may be my demented logic though.
M=Minutes
If there is no alpha, I either haven’t got to it or it forms part of the agenda and I separated it for blogging purposes. I’m working through them all from most recent because I felt they would be more relevant.
January 26 is obviously the date of the meeting
Any text will indicate the committee/group or if it says Council it will be ICC full council. I then put in TABLED or any other relevant info i.e, AGENDA, MINUTES or a description if space allows.
I can’t say the folders have a set method because they have evolved as need and quantity of files in each folder requires. Bear with me I’ll get through them all but it can be time consuming. The historian in me is itching to get older ones and have always planned to go to the library and copy a heap like I have done in the past. I recently rung the library to see if they had scanning ability or should I bring my own. I’m informed that they can scan and email stuff, I explained that some may be large and I didn’t want to tie up the staff but it seems you can’t go in and do that (I have photocopied agendas myself in the past). I tried to explain my logic, that I could photocopy but then I would come home and scan them all in and upload to my site but that would be a waste of time, money and trees. I was questioned about the concept of having a portable scanner, OMG then was the skeptical tone when she realised I’d said I would be uploading them. I explained it was a public council agenda and minutes site but a fearful voice said ‘I’d have to get Council’s permission’. I was eventually rung back and told I’d have to talk to ICC’s Record Manager.
After all of that, I would like to know, since when did council documents have copyright requirements? LGOIMA requires public libraries under that councils control to have agenda available so therefore they are part of the library’s stock and therefore theirs to give approval and copyright is not relevant here. Worse still is that they are claiming they only have ‘some’. What happened to all the ones you had to have as a requirement of LGOIMA? Did you throw them all and every 25 years as required by the Public Records Act council send copies back to you? What a waste of time and money and so much for being part of Community Archives. Transparency, community, Pfffft. Now I have to request it all from ICC or get the library to scan it and waste paid employee time when I am able to do it at no cost and make it readily available to the general public and therefore saving time in the future! What a waste of time, space and money they have turned out to be. TECHNOLOGY AND COMMUNITY CAN SAVE TIME AND MONEY but careful they might be better informed and more involved, can’t have that down here in redneck dial-up city. And to make matters worse I read a LGNZ Technology document with references to Venture Southland (OMG) and comments from the former Telecom boss saying Southland was the most ‘connected’ region! Maybe so but we’re not allowed to use it.