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Senate Office Organization: A Staff Discussion

Join us for a staff discussion on organizing and managing Senate office resources, including master calendaring, frequently used documents, record keeping, and file management. Learn how to improve efficiency and maintain important files for quick access.

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Senate Office Organization: A Staff Discussion

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  1. Senate Office Organization: A Staff Discussion Julie Adams, Facilitator Cathy Cox Elaine Eshom

  2. What Will We Cover? • Introductions • Purpose • Agenda • Resource Development—Your Role • Master Calendaring • Frequently Used Documents • Record Keeping • Organizing Files • What Else?

  3. Master Calendar • What’s Important to Track • Local Level • Local senate meetings and deadlines • College/District meetings and deadlines • State Level • Area meetings • Sessions and Institutes (registrations, etc.) • ASCCC awards and deadlines • Other????

  4. Resource Development • Your Role • Maintaining documentation • Providing continuity • Providing history and context • What do you see as your role? • Let’s Talk about Some Ideas

  5. Frequently Used Documents • Agenda Templates • Minutes • Motions and Resolutions • Website Resources • What type of documents do you use?

  6. Record Keeping—What to Keep? • Primary Source Documents First-hand: Adopted State and local policies; Title 5; Education Code; etc. • Secondary Sources Second-hand: Relevant articles; Communications from ASCCC, ACCJC, System Office; Minutes; etc. • Senate Library • Budget Information (Senate) • Motions and Resolutions • Senate Position Papers

  7. Senate File Management One of the most important aspects of our job is information maintenance.

  8. What is file management? The development and maintenance of an organized and meaningful file system.

  9. Why manage files? • Locate files quickly • Keep related documents together • Move groups of data easily • Facilitate file sharing • Backup important data quickly

  10. Other Issues • What do you want to know that we did not cover? • Questions and Answers

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