An endeavor should be made to work for simplicity of form and routine. Office Records The following description of records is from the Aurora, Illinois, Council and indicates some of the "follow up" methods used. Any system of records and checks to be meaningful must be kept down to date. With limited office force this makes simplicity imperative. 1. OFFICE METHODS Aurora (Illinois) Council "Membership card Index" containing: a) File of "troops" arranged numerically, showing on the back of each card: 1) The names and addresses of the Troop Committee; duties of each troop committeemen are indicated by the following: Chairman-C. Promoter-P. 2) Head of institution. 3) Number of scouts registered in that troop with the date of the last change in scout personnel. If there are associate members, these will be counted separately from the active members, and listed in a similar manner. b) File all scouts, filed alphabetically under troop guides, showing data regarding scouts' residence and advancement. c) Tally File, including cards to show the number of Tenderfoot scouts, second-class scouts, first-class scouts, Life scouts, Eagle scouts, Star Scouts, Veteran scouts, and Ten year men. Also to show the number of scouts born in each year so the number of scouts of any age may be quickly determined. d) File all Commissioned Officers, filed alphabetically. Red Card-Assistant Scoutmaster. 66 66 Blue -District or Deputy Commissioner sioned, troop registered. commis White "with flag-Acting Scoutmaster not regis- e) File of "Committeemen," including Councilmen's connec- 66 at large f) "Former Member File," containing individual record cards, (Filed alphabetically) of all scouts and officials, who have for any reason terminated their connection with Scouting in the Council's jurisdiction. g) "Dead Troops," containing cards of troops no longer active, filed numerically. h) Alphabetical file of Court of Honor members. 2. Vertical Filing Cabinets containing: 3. a) "Data File," containing clippings, pamphlets, etc. of value to Scouting. Material to be filed in folders arranged numerically and cross-indexed by an alphabetical cardfile or list. Mark for file by number. b) "Subject File," folders containing correspondence, etc., bearing upon a particular subject of local activity, which will most likely have association with the subject rather than any individual. Arrange numerically, beginning in a different series than the date file, so as to avoid confusion. Mark for file by number. c) "Troop File," containing two folders for each troop. 1) "Correspondence and Report" containing correspondence and reports to, from, and about the troop. 2) "Miscellaneous," containing troop printed matter, and other miscellaneous material. Mark for file by "T" and number subdivisions or letters. (At the end of the calendar year, all material may be transferred from “a” and “b” and combined in one folder, if desired, so that a new set of folders may be started for the new year. In addition to other information, the label should then be marked with the year). d) "General Correspondence Files," containing correspondence, etc., not adapting itself to filing in any of the other files, filed alphabetically, purely personal matter of any member of headquarters staff is marked with distinctive colored tabs. Mark for file with letter "G". When there are three or more sheets for a correspondent, a direct name folder is written. e) "Follow-up File," containing a folder for each day of the month into which is put material to come up on a future date. Mark for follow-up with date material is desired (and initials if there is apt to be confusion). f) "Periodical File," containing copies of local and national scout periodicals which are received regularly, a division being kept for each magazine. Activities Records a) Instruction Class Records-Filed under "Instruction Classes" in the Subject File each class to have a separate folder and to be filed under a sub-guide designation whether it is a Scoutmasters' Training Course, Patrol Leaders' Course, etc., The tab on the folder for each class will show the nature of the course, and opening date. On the front of the folder, will be given a summary of the results of the Course when completed. Examination papers are filed in the class folders. b) Court of Honor. 1) "Register and Journal of the Court of Honor" in which 2) Court of Honor Personnel It a) File of members of Court of Honor, filed alphabetically (See membership Card Index). b) File of approved merit badge examiners. (See "Scout Executive's Handy Reference Desk Tray.") c) On a Statistical sheet, in the Scout Executive's Personal Book, a record of the number of scouts appearing at each session from each troop, showing how many of these pass satisfactorily and how many fail. d) On Statistical sheet, a record of number qualifying each month, for second-class, first-class, summary of all merit badges, Life, Star, and Eagle. c) "Council Secretary's Book," with copies of constitutions of National and Local Councils, containing minutes of proceedings of the Local Council and its sub-committees. d) "Scrap Book," containing newspaper clippings regarding local Scouting. 4. "Scout Executive's Handy Reference Material" in 3x5 card tray: a) "Registration follow-up" containing a subdivision of card index for each month, and one marked "Current" will be kept the follow-up cards of the troops whose registrations are due or delinquent. b) "Clubs, Lodges, etc." with data concerning each. c) "Institutions, Local," with data including each, including churches, schools, playgrounds, etc. d) "Merit Badge Examiners," cross index by subjects on different colored cards. (And such other data may be, as desired.) 1) "Personal Book" (81⁄2x11 loose leaf) In this there are divisions for Council Regulations, Scoutmasters bulletin, Deputy Commissioners bulletins, council and troop organization, data, copies of form letters, current numbers of national scout publications statistical charts and records, etc. 5. "Headquarters Clerk Reference Book" (81⁄2x11 loose leaf). In this are divisions for Council Regulations, copies of form letters, supply sales records of cash and merchandise, “day book" record of scouts added and dropped, and such other material as may be desired. 6. Financial Records of the Council. a) Account of Receipts and Expenditures, and such other records as necessary for accounting of the moneys of the Council and the wise administration of the Council's fund. b) Alphabetic File of pledge and contribution cards, showing payments as made. Flag signal as to indicate dates of maturity as follows: 1. Red-Quarterly (Collectible 1st of Nov., Feb., May, and Aug.) 2. Blue-Semi-annually (Collectible 1st of Nov. and 3. Pink-indicates due or delinquent items. c) An alphabetic book record of pledges and contributions, showing payments made. d) Paid bills are filed with voucher forms attached in the general correspondence file. e) Canceled checks are filed numerically. CHAPTER XI MEASURING RESULTS Knowing What the Results Are Just as the Inventory, and Planning definite objectives are initial steps, so Measuring Results is the last step in any intelligent effort. Were the objectives attained? What was accomplished? It is at once obvious that measurement of results is conditioned upon knowing What the results are: Records is the answer! Science enters when records begin, because thereafter judgments are not guesses but are basable on facts-they may be measured, they become quantitative. Records are therefore necessary. They must also be adequate, available, and as simple as possible. Some men in Scout work say "This office work and complicated records is well and good probably-but it isn't Scouting. I'll work with the boy." Agreed! Now it's over-what did he accomplish? Shall he be the sole judge? Noothers must also judge his results. How can we determine? "Records." Records then are kept that the next service to boyhood may be done in the accurate, scientific, quantitative light of past service. We must avoid its mistakes and capitalize its strength. Standards Assuming that such records are kept, how shall the results be measured? There must be measuring rods or standards, and one of the serious tasks of any new or growing movement is to create sound standards. In such an effort there are certain facts which it is important to note: I. Standards are natural growth, not imposed from without. Standards inhere in the very nature of our life. Anyone working soon learns there are different ways of doing things and among these are better ways. Comparison and selection at once produces a standard. Sound standards arise from experience and are not "wished on" from without. II. Standards do not fix a pulseless uniformity but establish a minimal level above which individual initiative and ability and power and leadership may do their best. A scout should be standard. Why? Standard not in the sense that every scout must be no greater or better or more efficient than any other scout-but standard in the sense that every scout shall come up to a certain level at least, and we hope above that level. Take for example the scout "Good Turn." We have said a scout should do at least one "Good Turn" daily to some person. "Does that mean that when a scout has done his one "Good Turn,” he can close the windows of his soul and no more go about looking for a chance to do good? No indeed. It means that he ought to at least. have one "good turn" to his credit, but that represents a minimum, a point above which his individual energy and initiative shall make possible a further and larger and better result. III. Standards provide a definite goal or objective, or target minimal but real—a a point on the thermometer we've asked every scout to reach. Too much effort lacks a conscious goal-a definite objective to reach. Shooting, like achieving, is relatively simple. Know what you want to hit, aim at it with your loaded gun and then pull the trigger. Standards foster efficiency through providing a target. |