Directory Assistance

1. Directory Assistance A Sample Way To Name Files with Explanation and Help

2. Assumptions The following are assumed: The Lodge Secretary is proficient in setting up directories. The Lodge Secretary is proficient in setting up sub-directories. The Lodge Secretary prepares an agenda for the WM and Wardens before each meeting. The Lodge Secretary will have backup of these files either on another computer, backup drive or a thumb drive The Lodge Secretary will save in the *.pdf format for publication and the *.doc (Word) format for easy copying or editing. The advantages are: This approach is user-friendly The Assistant Lodge Secretary can easily take over in your absence. The elected officers can easily find minutes, letters and other articles when using a shared drive and common folder.

3. Directories • The main directory is by the Lodge year • Sub-directories are the major topics • Each sub-directory is for a purpose; however, do not get carried away creating too many sub-directories • Naming conventions define the high-level content or subject matter of each file within a directory • I do not use spaces in naming directories since I am old fashioned

4. Sample Annual Directory • 2015Crystal122 (Main annual directory) • Candidates (sub-directory) • Committees (sub-directory) • Correspondence (sub-directory) • Dinners (sub-directory) • Dues (sub-directory) • Members (sub-directory) • Minutes (sub-directory) • OfficersMeetings (sub-directory) • Scholarship (sub-directory) • Strawberry Festival (sub-directory) • TempleBoard (sub-directory)

5. Annual Directory Defined • 2015Crystal122 (Main annual directory) • Candidates (letters sent to candidates) • Committees(correspondence, reports, budgets of each committee) • Correspondence (all correspondence except letters to the candidates) • Dinners (committee members, announcements, menu, etc.) • Dues (correspondence to delinquent members, emails concerning dues payments, lodge decisions to suspend dues for indigent members) • Members (member lists each quarter, Hiram awards, special recognition) • Minutes (agendas and minutes) • OfficersMeetings (agendas and minutes) • Scholarship (all scholarship information) • Strawberry Festival(special function information) • TempleBoard (correspondence to the Temple Board, annual report)

6. File Naming • 2015Crystal122 (Main annual directory) • Candidates • Date – mm/dd/yyyy; candidate name, purpose • Sample: 01032015ClarisHyettElection • Committees • Date – mm/dd/yyyy; committee name, purpose • Sample: 01032015MembershipAnnualReport • Correspondence • Date – mm/dd/yyyy; recipient name, purpose • Sample: 11032015LynnValleyInstallationNotice • Dinners • Date – mm/dd/yyyy; dinner name, purpose • Sample: 04152015RoastBeefDinnerAnnouncement • Dues • Date – mm/dd/yyyy; name, purpose • Sample: 08302015MemberNameDelinquent • Members • Date – mm/dd/yyyy; member name, purpose • Sample: 09032015MemberHiramWard

7. File Naming (continued) • (Main Directory) • Minutes (agendas and minutes) • Date – mm/dd/yyyy; Minutes • Sample: 01032015Minutes • Sample: 01032015Agenda • OfficersMeetings • Date – mm/dd/yyyy; Minutes • Sample: 01032015Minutes • Sample: 01032015Agenda • Scholarship • Date – mm/dd/yyyy; Scholarship; purpose • Sample: 01032015RecipientNotice • Strawberry Festival • Date – mm/dd/yyyy; StrawberryFestival; purpose • Sample: 06132015MembersWorkSchedule • TempleBoard • Date – mm/dd/yyyy; TempleBoard; purpose • Sample: 10232015TempleBoardAnnnualReport

8. File Naming Hints • Minutes & Agenda: • The naming convention and sorting in reverse order gives the latest minutes and agendas on top of the directory • This means the latest minutes and agenda are right there to see items for; “Old Business”, “Committee Reports”, motions tabled and carried over, etc. • This sub-directory, Minutes & Agenda, contains only the minutes and agenda to avoid later confusion • Backup this directory at least quarterly to assure not losing the files • Documentation is tedious and time-consuming; however, accurate and easy-to-find records are appreciated in later years

9. Closing • This presentation is written as a help and to spur your thought, your unique needs may mean modification. • This presentation is written for “Word”; however, Apple is very similar and this approach can be easily adapted • Dates in the beginning of each file name are a great help in sorting; you often remember approximately when a file was written. • Saving the minutes in both *.pdf for publication and *.doc for the next meeting agenda makes life easier for writing the agenda. • This file is written in a simple format so you can print the file without the added cost of color printing.