Whats in yourrrrrrrr file cabinet???????

[flyguy06]

Hey all,

I am, looking for ideas of what forms are good for keeping in the Squadron file cabinet. Before anyone goes off on me, I realize that all the forms needed are online. My unit does not not have online access or a printer.

What we do have are four big file cabinets with peronnel files of current and former members  that havent been around for twenty years.and forms that date back to 1986. I believe we need an upgrade. We need to get rid of a lot of that stuff or store it as per regs.


So, what files should we store in our file cabinets? Form 17's, 31's, 15's come to mind because those are foms that we use a lot. But what else? Form 45b's? I am looking for ideas of what others do. Thank you.

[SJFedor]

Honestly, if you can do it, put maybe 3 copies of every form in there. Lots more for the ones you always use, but you never know when you'll get the urge to do a F173-2C (yes it exists)

[RiverAux]

It doesn't sound like space is limiting, so if you've already got the forms and the ones you have are still the correct version, I'd go ahead and keep them.

If you've got that much old stuff, you may want to consult the Wing historian before tossing out anything.  They may want to look through it to see if there is anything of interest.  For example, there may be documentation relating to Medals of Valor or other significant awards in the personnel files, or other things of interest.

[IceNine]

In addition to the above I'd recommend

CAPF 52-(1-4)
CAPF 50-(1-4)
CAPF 53 and fingerprint cards (because you have to order them)
And Certificates as necessary (first flight, Wright brothers, etc) 

And anything else you can only get by ordering them.  Order the max you can get, and forget it for 6 months.

Everything else I would just update on the unit or personal PC's and have a printer available. 

You should get in the habit of typing EVERYTHING and get away from hand writing.

There is also a .zip file available for forms, pamphlets, regs, etc.  Which makes it very easy to keep up to date, and removes the need for paper files.

I personally would remove 2 of those cabinets, and use only one for paper, the other would be good for storage of items needing some security.

[Cecil DP]

You only have to keep obsolete personnel files for 5 years. If you can, contact the members whose records are going to be deleted and ask them if they want them. If space is limited ask nonrenewing members if they want their records, than ask them to sign a receipt for them (saves holding on for the five years). If you have a historian Sq, Group, Wing), ask him to review the old records for historical information.

[EMT-83]

I think that the most obvious solution would be to buy a printer. It's almost impossible to keep current with the constant changes from NHQ. I update our publication library on a monthly basis, and can't imagine doing that on paper.

I gather from your post that you have a PC but no printer. Spending a hundred bucks on a printer will save you an enormous amount of time and effort.

[flyguy06]

Thanks for all the suggestions. Can you quote to me where it sayd we keep files up to 5 years. I know I will have to fight that battle with a SM in my unit who thinks we are supposed to keep them forever.

A lot of our former members we have lost contact with. DOnt have good contact info on them.

ANd no we dont have a PC and I cant afford to purchase one myself.

[Cecil DP]

Thanks for all the suggestions. Can you quote to me where it sayd we keep files up to 5 years. I know I will have to fight that battle with a SM in my unit who thinks we are supposed to keep them forever.

A lot of our former members we have lost contact with. DOnt have good contact info on them.

ANd no we dont have a PC and I cant afford to purchase one myself.

National was supposed to have or been in the process of providing a PC to every chartered unit. I don't know if they're still doing it or if the program was scrapped. I don't have a set of regs, but you can check the CAP website on line for the referernce.  CAPP 200 should have it.

[Spike]

And no we don't have a PC and I cant afford to purchase one myself.

Unless you just got your Squadron Charter between Aug 2006 and now (and you may have), you should have at least one laptop and one printer provided by NHQ at their expense.  You may need to locate it.

 

[flyguy06]

I am sure the Commander has it, but since we meet in a room inthe basement of a church and don thave our own facilities, even if we had it, we dont have access to the internet in the basement of the church.

[SarDragon]

Thanks for all the suggestions. Can you quote to me where it sayd we keep files up to 5 years. I know I will have to fight that battle with a SM in my unit who thinks we are supposed to keep them forever.

A lot of our former members we have lost contact with. DOnt have good contact info on them.

ANd no we dont have a PC and I cant afford to purchase one myself.

CAPR 10-2 is your friend here. I would also suggest looking through Indexes 0-2 and 0-9 to see exactly what's available in the way of CAP Regulations, Manuals, Pamphlets and Visual Aids, and CAP Forms, Test Material, and Certificates.

[Cecil DP]

For those who have computers I would periodically download the entire selection of Regs, Manuals's and pamphlets for the squadron use. I would also encourage all members to download those items applicable to their position(s) in the squadron. If you use rewritable discs you can even update and replace items as required.

[IceNine]

I am sure the Commander has it, but since we meet in a room in the basement of a church and don thave our own facilities, even if we had it, we don't have access to the internet in the basement of the church.

Which is exactly why I referenced the .zip files located on the NHQ website. 

Take the laptop home once a month, download the new files, and take the laptop back to the unit.  Done.

[NIN]

Couple things:

1) Personnel records. Off the top of my head, CAPR 39-2 is where you find information about personnel records, and more importantly, the retention period for those records.  (Just wanted to confirm: yep, CAPR 39-2, para 1-8.  Its also found in CAPR 10-2, Table 11, and I wanted to make sure each jibed with the other). I came up with a squadron form that gets stapled to any bit of paperwork that's cut off (ie. removed from the files for annual, semi-annual or whatever other purpose and stored) and eventually gets destroyed. 

We have a file drawer full of personnel jackets (just the CAPF 66 or 45 with the supporting documentation inside, not the classification folder.. them are expensive!), stapled shut to keep the contents in, with that sq form stapled in the corner and arranged, per the file plan, with the oldest records in the front.  About 2x per year, right after our new cadets are inprocessed, the Personnel Officer cuts off inactive records from the active files, strips off the nice manila classification folder for use with a new cadet or senior, secures the jacket & fills out/staples the form onto the jacket, and then files them into the back. At that same time, she grabs the "next series" of cutoff files that meet the date criteria printed on them from the front of the drawer and hands them to the DCC, who has an industrial shredder at home.  Done.

2) We don't have internet access at my armory, either.  So we have to bring any data files in either on the laptop or via a memory stick.  If the CO has the squadron laptop, and its not being used for squadron business and brought to squadron meetings, and in particular to keep the squadron's stuff "running" every week, there is another issue.

3) Per the CAPR 5-4, your admin officer is supposed to inventory pubs something like 2 x per year (usually when the new indicies come out, in April & October, I believe) and order sufficient quantities.  This requires someone to use their brain. If you're issuing 3 101 cards per year, don't order 100 this time around and 75 next time.   Some forms are locally reproduceable, and you should do that. Keep a couple on hand, stick a sticky not on one that says "Last form, make a copy. Don't take this one!" and drive on. Only order from NHQ those forms you cannot easily reproduce (CAPF 66, 45, 101, 53, etc) and certificates.

[flyguy06]

Thanks NIN. yes. We have an admin officer assigned to us but he hasnt been to a meeting in over a year. So I have written him off. Yeah, I wish the Commander would bring his computer in but he doesnt and that not really in my lane.

So, as far as personnel files We should have their initial membership app, any awards, apps for PD courses and copies of certificates from PD courses. Anything else?

[Spike]

Yeah, I wish the Commander would bring his computer in but he doesn't and that not really in my lane.

Got to say it is in your lane.  The Laptop's were specifically meant for Squadron Use, NOT a Commanders personal laptop at home.  It also came with Office 2003. 

Ask him for it since you are now doing ADMIN work.  If he refuses, ask him to bring it with him to meetings so you can at least get work done during the meeting.  If he still refuses, it is now a case of Fraud, Waste and/ or Abuse.....get the IG involved.

This is one of the things that was not supposed to happen when all Squadrons got a printer, laptop and software.

[C/MSgt Lunsford]

Yeah, I wish the Commander would bring his computer in but he doesn't and that not really in my lane.

Got to say it is in your lane.  The Laptop's were specifically meant for Squadron Use, NOT a Commanders personal laptop at home.  It also came with Office 2003. 

Ask him for it since you are now doing ADMIN work.  If he refuses, ask him to bring it with him to meetings so you can at least get work done during the meeting.  If he still refuses, it is now a case of Fraud, Waste and/ or Abuse.....get the IG involved.

This is one of the things that was not supposed to happen when all Squadrons got a printer, laptop and software.

Hmmm... Question. I was wondering. Are we allow to bring our own comps to meetings?

[BlackKnight]

I am sure the Commander has it, but since we meet in a room inthe basement of a church and don thave our own facilities, even if we had it, we dont have access to the internet in the basement of the church.

Flyguy,
Find someone in your unit who comes to most meetings and has an internet air card (Verizon, Sprint, and AT&T offer them).  The air card will provide instant wireless internet access almost anywhere your squadron meets or travels. We have DSL at my squadron, but I always bring my usb air card to squadron meetings just in case some public works bubba has accidently cut our phone line earlier during the work day. 

And get your commander to bring the laptop in for each meeting and activity, or arrange to store it at the church where his staff (you) can use it.  That machine is FOUO.  Anything else is waste/fraud- and he knows it.

[DC]

Yeah, I wish the Commander would bring his computer in but he doesn't and that not really in my lane.

Got to say it is in your lane.  The Laptop's were specifically meant for Squadron Use, NOT a Commanders personal laptop at home.  It also came with Office 2003. 

Ask him for it since you are now doing ADMIN work.  If he refuses, ask him to bring it with him to meetings so you can at least get work done during the meeting.  If he still refuses, it is now a case of Fraud, Waste and/ or Abuse.....get the IG involved.

This is one of the things that was not supposed to happen when all Squadrons got a printer, laptop and software.

Hmmm... Question. I was wondering. Are we allow to bring our own comps to meetings?

Most of the people in my squadron do, including me. I don't always use it, but I usually have it with me.

[C/MSgt Lunsford]

Yeah, I wish the Commander would bring his computer in but he doesn't and that not really in my lane.

Got to say it is in your lane.  The Laptop's were specifically meant for Squadron Use, NOT a Commanders personal laptop at home.  It also came with Office 2003. 

Ask him for it since you are now doing ADMIN work.  If he refuses, ask him to bring it with him to meetings so you can at least get work done during the meeting.  If he still refuses, it is now a case of Fraud, Waste and/ or Abuse.....get the IG involved.

This is one of the things that was not supposed to happen when all Squadrons got a printer, laptop and software.

Hmmm... Question. I was wondering. Are we allow to bring our own comps to meetings?

Most of the people in my squadron do, including me. I don't always use it, but I usually have it with me.

Ok. I was just wondering. I didn't want to show up to a meeting with a laptop and everyone stare at me wondering why I have it.

[Short Field]

We have an admin officer assigned to us but he hasnt been to a meeting in over a year.

You sound like you have a commander problem.  If a person doesn't even attend meetings, they shouldn't be left in a key staff position.   The CC needs to update his staff and BRING the laptop to the squadron where it can be used for squadron business. 

[flyguy06]

Short Field,

Thats why I always say on here my squadron is unique. You guys dont really understand the dynamics of my unit because I havent disclosed it all.

We only have 5 active SM's and active I mean come to meetings regularly. Not the same 5 all the time. But I didnt really want to put my squadrons business out in the public like that.

You all make a lot of assumptions without really understanding the situation. But if you just have to know. I am trying to get our paperwork in order which is why I asked you all for a little advice.

My sqaudron isnt the typical active 20 plus member where everyone is invlovled in something. We have 5 members that show up and they are all over the age of 65 except me. But again, thats not really the purpose of this thread.

But you said I have commander issues which opened a whole new can of worms. Nothing to do with this thread though. I am trying to get us straight which is why I came here to ask for advice. I want to get our files in order.

We are moving to a new location which hopefully will build our esprit de corps. and motivate old members to come back and get back active.

[NIN]

Oh, you have some issues there.

I've been in CAP 28 years this month.  I've been a "squadron troubleshooter" on at least 3 occasions, having taken units from the precipice of deactivation and turned them into stellar performers (well, ok, at least set them back on the rails that led to stellar performance), and helped out countless other units.   Rural, suburban, urban and inner-city units. 

My unit here in NH was, when I took over in 1999, nearly ready to fold with 3 active seniors and 12 active cadets. 450 meters from Wing HQ.  How sad is that, right?  We took squadron of merit in 2000, 2002 & 2004, along with squadron of distinction in 2004.  (those other years, they had to give it to other squadrons in the wing so they didn't just pack up their collective tents and go home because we were so awesome.. )

Over the course of the first 5 years I was the unit commander, I had to make some pretty tough decisions about membership and such.  I sent a couple members packing who weren't cutting the mustard.  Literally told them "there is not a place for you here. Go find someplace else."  And of course, we implemented what is now called "Pipelining" which has resulted in a much more robust squadron and really helped us recruit a whole crop of people who are helping drive the unit forward. 

You have to go out and secure more people.  Start with cadets. Why cadets?  "If you build it, they will come."  I've always found that recruiting cadets begets more adults, either of the CSM variety, or the full-blown SM variety.  Either way, you get more help. 

Heck, we had even talked at one point about implementing an idea where we built unit staffing levels against manning.  About to pipeline recruit 20 more cadets?  Tell them that we're staffed to take 10 more cadets, but with the addition of 1-2 more adults to meet the manning table, we can take all 20.  (this same concept roped my mom into being a Den Leader for the local cub scout pack when I was in 3rd grade. She eventually became a unit commissioner in our district)  I'm not sure it would work, and we never got much beyond the "talking about it" phase, but there it is.

Sounds like you need to mix some stuff up.  Get a better meeting location (ie, an armory, a Jr. High School, the local community college, something that's more "open" and potentially has more "facilities" than a musty church basement), change your meeting night, etc.   If you're eventually going to be the commander, start getting your policy ducks in a row now. 

NIN's three basic rules for starting to rebuild a successful squadron: "Standards, Schedule, Communication."  Establish the standards for things like uniform wear, meeting attendance, unit calldowns & accounability, etc, with some written policy.  Build a repeatable, consistent unit schedule (say what you want, but always knowing that testing is the first meeting of the month and that the uniform for that meeting is always blues does a lot of reduce the stuff you need to communicate and "fear, uncertainty and doubt" in cadets who might have missed a meeting..) and training calendar.  Then communicate both to your membership & parents. (monthly "refrigerator" newsletter, commander's briefing before closing formation, website, emails, smoke signals)

That gets things moving in the right direction.  To borrow a drill analogy: You're now setting the rate & direction of march, and giving the commands to everybody so they can hear you.  As everybody marches in the same direction and step, you can now see where you need to provide additional guidance, etc.   

Sorry, I know this was about file cabinets, but there is more to this one than meets the eye, clearly.

Good luck!

[flyguy06]

Thanks. And you are right. it goes deeper than what i am saying. I'll send you a pm