115: How to Cope With NMLA Paperwork

Organizing Reports Received at Board Meetings

During Board meetings, many officers and unit chairs will distribute written reports on their activities. Some of these reports need to be filed in your Procedural Handbook. Others may be kept elsewhere, and still others can be discarded. Most people tend to keep too much.

If a report is to go in the Handbook, this will be mentioned by the person giving the report, the President or the Chair of the Bylaws and Procedures Committee. Consult the table of contents for the Procedural Handbook for guidance about what to keep in the Handbook, and for how long.

You need:

  • all papers about your own unit
  • correspondence
  • current budget and financial information
  • membership information
  • current conference plans and budgets
  • certain reports to the Board for the current year and the previous year or two.
  • Reports not to be filed in your Handbook may be kept until minutes are received, then discarded.

Minutes

When Board Meeting Minutes come from the Secretary, it is part of every Board member’s job to be sure that your segment of the Minutes is accurate and contains all essential information which you presented about your unit’s activities. Also skim the rest of the Minutes for accuracy.

Paperwork from your Unit

Your own unit reports and other documents should be numbered for your own file, so that they can be kept in the Handbook assigned for that unit. An easy way to do this is to use your work file number, followed by the date. If more than one document is produced on the same day (such as letters), they can be differentiated on a second line, as:

525: 4-7-92
Wilson

525: 4-7-92 Sabatini