On Friday, I have conducted an inspection of Filing Systems of various projects with the Project Managers. As usual most of the documents are arbitrarily stacked into the files, and there were documents every where. I have asked them to sort out the filing systems for their respective projects so that documents are easily retrievable.
Since every body is following their own patterns of filing, I have given them the following sequence, so that any body can access the documents easily.
A. CONTRACT FILES
1. Proposals: Proposal, Log Frame, Budget, Annexure
2. Contract Documents: Donor Contract, IPIA, Donor Approvals, Donor Guidelines, Donor Formats
3. Revisions: Budget Revisions, Program Amendments, Other Changes
4. Reporting: Donor Reports, Periodic Updates to Donors, Special Reports to Donors
5. Donor Correspondence
B. PROGRAM FILES
1. Proposals: Proposal, Log Frame, Budget, Annexure
2. Planning: Work Plan, Procurement Plan, Material Delivery Plan, Other Periodic Plans
3. Reporting: Weekly/ Monthly/ Annual Reports, Periodic Updates, Consultant Reports, Special Reports, Other Reports
4. Design: Design and Drawings, Concept Notes, Site Maps, TOR’s
5. Staffing: Staff Structure, Recruitment, General Correspondence
6. Beneficiaries: List of Beneficiaries, Baseline Data, Benef Documents, Letters from Beneficiaries
7. Meetings: Project Meetings, Staff Meetings, Special Meetings
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