by Andrew Getty
Every now and then, things need to be sorted out, gone through, thinned out and simply re-organized.
The Town of Webb Code Office is going through a long overdue change in the filing system. There are thousands of files.
We need access to any one of them at any given time. Things like active/open building permits, closed files from older projects, enforcement actions, files in the approval stages of state building code review, or Planning Board and Zoning Board of Appeals actions.
Although the office space is generally pretty good, it is still limited. Floor space tends to be a premium.
Sure, some files could go down to the storage room… which is pretty full itself… but again, any file could be needed at any time, so putting property files in a storage room is not very practical.
Therefore, with the support of the Town Board, the office has started to convert the 17 traditional four-drawer filing cabinets to three tall rotary-style cabinets.
A huge floor space reducer, nearly 4-to-1, but also a daunting task.
Every file folder must change to an end-tab style instead of the old top-tab.
So here is the challenge.
First, everything must be moved around, so the new tall rotary cabinets can be installed.
Then the file transfer process begins, one at a time.
Start by figuring out how 5,000 files should be organized and filed. That’s pretty easy—all by tax map ID number. New tabs for the new folders need to be printed. Color coding is used to identify the status, i.e. open, active, enforcement, planning, review or closed.
This also is an opportunity to organize what is in each file.
Generally everything is chronological, with the newest on the top. Open the file and the most recent activity should be first.
All this sounds pretty straight forward, right? Well it is, for the most part.
We are finding mis-filed documents, multiple copies of documents, files for properties that have merged or have been subdivided.
This actually is a great process to go through. It is a cleansing that would have most people saying “maybe another time” or “some day.”
The end result should be great, getting there is the challenge.
Now, the collateral impact of all this activity is that there are old four-drawer cabinets in places (temporarily) that never had them before… like in this writer’s little space!!
Now, while on the phone, working on a plan review or writing this article, the clerks are in and out trying to find a file! Love ya’ girls! Moving things around in this office space inspired an almost fatal reaction to clean up in here. OMG!! There is nearly 40 feet of shelving, one large desk and a four-foot-round conference table to sit with customers.
The 40 feet of shelves are full of code books, old and new, and all kinds of reference materials relative to the office. Lots of records, reports, studies, binders with all kinds of stuff is everywhere.
Yep, went through it all and got rid of stuff that is just not relevant. Some was tossed, some put in storage. What a difference.
The last thing to do will be to wipe down and clean the desk top, when it can be found, hopefully by the end of the week.
It is simply amazing how you can get so used to stuff being everywhere, and how much better things feel and look when it’s thinned out and cleaned up.
Finding the time and making the decision to start always seems to be the biggest stumbling block.
Tina and Peggy have been staying after hours, even working Saturdays and Sundays (without OT), to get the office filing system switched over. Good job ladies.
This is a huge undertaking for sure; all while still answering the phone and dealing with the normal day-to-day activities of the office.
A reminder for December 15th… At the end of the regularly scheduled Planning Board meeting, the Town of Webb Code Office will host a 50 year anniversary celebration for the original adoption of the Town’s Zoning Ordinance.
All are welcome to come over and share stories of the past and explain how zoning has impacted you, and how you think zoning has impacted the community.
You can inspect the new filing system as well, although it may still be in transition.
Now, when all this is done, attacking the drawers of the desk is next… uupphhh.