FILING FOR COUNTY EXTENSION OFFICES

COMPONENTS OF THE CES FILING SYSTEM

SIMPLE AND EASY TO USE

• The filing system incorporates two basic components:

1. Manual 2. Electronic

• The system allows for the same coding and categories for

both forms of communication and records.

• Using the same names and codes for both systems will aid in

storing and retrieving documents.

CATEGORIES UNIVERSAL COUNTY-TO-COUNTY

• In order for consistency from county to county, all offices

are using this system.

•Manual filing is used for hard copies received in the office

or for items in which a hard copy is desired.

•Most permanent and signed legal documents will need to

be kept in hard copy form.

MANUAL FILES -HARD COPY FORMS (EXAMPLES)

• Legal Documents

• Correspondence

• Policies

• Records

• Items of Reference

• Logs and Vouchers

• Items Dealing with Personnel

DOES NOT INCLUDE SUBJECT MATTER REFERENCE

• This system does not allow for the filing of subject matter references.

• The subjects would vary so much from district-to-district/county-to-county

across the state because of the unique programs in each county,

differing backgrounds and interests of each agent.

• Each county's subject matter reference file would vary to a great extent.

• It is desired that the subject matter reference files be kept in the

individual agent's office.

FILING SYSTEM SET UP

• Administrative Affairs – (Two Drawers)

• Affirmative Action – (One Drawer)

•Organizations & Agencies and Alumni Org. (Share a Drawer)

*File dividers may be used for each subheading, i.e.: CEC

FOLDER ORGANIZATION

• Folders are used for each item listed under the subheading.

• Label the folders with both the subheading and the file code

-(i.e. District Board)

• Not all folders will be used in all counties.

-For example, if there is not a district board, then that folder will

not be needed.

COLOR CODING FOLDER LABELS

Counties should color code folder labels under each subheading for

ease in retrieval of files, i.e.:

• Red labels for folders under Administrative Affairs

• Blue for Affirmative Action

• Green for Reports, etc.

*Files should fall in line alphabetically behind each subheading.

RedAdministrative Affairs

BlueAffirmative Action

Reports Green

I. Administrative Affairs

II. Affirmative Action

III.Program Planning and Evaluation

IV.Public Relations and Media

V. Personnel

VI.Correspondence

VII.Reports

VIII.Organizations and Agencies

IX.Alumni Organizations

X. Events and Activities

XI.Career and Recruiting

XII.Special Programs

XIII.KSU

13

Components

Of the

Filing

System

ELECTRONIC OR HARD COPY?

• For many items, it would

be the option of the

county whether to file a

hard copy of a

document.

• It is recommended to file

as much as possible

electronically.

ELECTRONIC FILE SETUP

• Your Electronic Filing System needs to

be a separate Filing System from

your other shared computer files.

(which is usually the C Drive)

• The Electronic Filing System needs to

be set up under a separate

individual drive.

(such as a Z Drive)

• This will allow security for those that

need access to the CTY File.

INDEX LISTINGS FOR PAPER FILES

http://ces-manuals.ca.uky.edu/content/filing-county-extension-office

The complete index for the county filing system can be found in

the County Office Procedures Manual located at the link below.

MAINTAIN A FILING INDEX

• For ease in retrieval of files, manual indexes

may be developed.

• A notebook-type index could also be printed

from the electronic file's list.

• This additional component could be used to

cross-reference items as well.

*The index or notebook would allow agents,

part-time workers, or others to easily find items

in the manual file.

COUNTY VERSATILITY

• Counties may need to add folders if one folder becomes too

large.

• If there is not a folder for a particular county need, you have the

flexibility to add a folder that is pertinent to your office.

*If you do add folders make sure you add it to your index of files.

KEEP FILES UPDATED

• Close files annually or periodically as needed using the file disposal

guide.

*This will allow files to be current and will free file cabinet space and hard drive space.

• Remove outdated documents from filing cabinets and discard.

*Permanent files may be removed from the file cabinets and stored.

• Permanent files in electronic format should be transferred to a disk,

labeled with dates and subject, and then stored.

*This should be done on an annual basis at the end of the program year.

ELECTRONIC BACK-UP OF FILES

Electronic back-ups must be maintained as well. There are several

options you could choose from:

• External Hard Drive

• One Drive

• Carbonite

*If you need assistance with making back-ups, you should always contact your District IT person.

*On site back-ups should be stored in a fire-proof safe.

RECORD DISPOSAL GUIDE FOR COUNTY EXTENSION OFFICE FILES

Items to be Filed Length of Time to Keep

I Administrative Affairs

A. Budget worksheets 5 years

B. Contracts As long as valid

C. Equipment manuals & warranties As long as equipment is owned

D. Expense Travel Vouchers 5 years, or until audit

E. Financial records for District Board and/or

Extension Council

5 years, or until audit

F. Memorandums of Agreement Permanent

G. Minutes of meetings Permanent

H. Office Equipment Inventory Update annually

I. Schedule of Disbursement Permanent

II Affirmative Action Plan Current year or until replaced

A. Annual & 4-Year Plan of Work Current + 4 previous years

B. Attendance Rosters Permanent

C. Compliance Statements Current year, or until replaced

D. Correspondence related to Affirmative Action 2 years, then in permanent file

E. County Affirmative Action Plan Current + 1 year

F. Documentation of All Reasonable Efforts Current + 1 year

G. Employment Documentation Permanent

H. 4-H ES-237 Permanent

I. Mailing Lists (gender and race) Update every 95 days

J. Membership Lists (gender and race) Permanent

K. News Articles Current + 1 year

L. Newsletters, circular letters Current + 1 year

M. Civil Rights Reference documents and legislation Permanent, or until replaced

III Correspondence

A. Policy Statements Permanent, or until replaced

B. General correspondence 1 year

IV Reports and Personnel

A. Annual Accomplishments Permanent

B. Daily office records Current year or until relevant reports are made

C. Electronic Bi-Pay Record Permanent

D. Leave report Current + 1 year

E. Impact Statements (bullets) 2 years

F. Monthly Expense and Service Log Current + 1 year, then in permanent file

G. Monthly Statistical Report Current + 1 year

H. Monthly Summary of Meetings & Activities Current + 1 year

I. Special Reports As long as needed

J. Travel and Leave Authorization Current year

UK Record Retention

http://libraries.uky.edu/libpage.php?lweb_id=300&llib_id=13

V Soil Test Results (individual) 5 years or until retested

VI Reference files Until obsolete

VII Publications Until revised or discontinued

VIII Organizations

A. 4-H record, members Permanent

B. Minutes of meetings Permanent

C. By-laws of organizations Permanent

IX Miscellaneous

A. Visual Aids sources, catalogs Current copy

B. Census data and county statistical information Until updated

REFERENCE LINKS

• UK CES County Office Extension Manual Filing System

• http://ces-manuals.ca.uky.edu/content/filing-county-extension-office

• UK Record Retention

• http://libraries.uky.edu/libpage.php?lweb_id=300&llib_id=13