Resource file systems

Resource files

Every service should have a place they can go to, to find the services they need.But why wouldn’t we just use one of these?

Resource files

You might have decided that the phone book is - Too heavy- Too hard to find the services you want- Too hard to personalise with your own

comments- Not detailed enough (names, addresses and

numbers only)

Resource filesThe general phone book has is uses- and it is easy to use because it has:- Things organised by name, when you

know who you’re looking for- Things organised by topic, when you

know the service type, but not the name- A list of all the topics, so you don’t

waste time looking for ‘car wreckers’ when you should be looking for ‘auto wreckers’

(this is called being ‘cross referenced’)

Resource files

You might find, though, that you want something that works for you a bit better

This can be computer based- your own

database or on line

Or you can use a paper based folder, index cards etc

Or you can use a paper based folder, index cards etc

Each has their own advantages and disadvantages

Or you can use a paper based folder, index cards etc

Each has their own advantages and disadvantages

But all should be cross referenced*, so they’re easy to use

Or you can use a paper based folder, index cards etc

Each has their own advantages and disadvantages

But all should be cross referenced*, so they’re easy to use

*This means they should also allow for those services that fit several categories- do you file the young women’s DV service under youth, women

or DV?

One possible solution is to ‘tag’ or ‘group’

contacts into different categories.

One possible solution is to ‘tag’ or ‘group’

contacts into different categories.

Some people find this quick and easy on their

phones.

One possible solution is to ‘tag’ or ‘group’

contacts into different categories.

Some people find this quick and easy on their

phones.

(This can also make it easier to make a call or find on a

map, if you know how)

You can use the notes section to give details, and sync this with your

desktop contacts

This slideshow will illustrate another method, using index

cards

This slideshow will illustrate another method, using index

cards

Some people find this accessible, easy to use, update and personalise

Whatever format you use, a system will save

lots of random searching

Right at the front there’s a topic list- like a

contents page

Right at the front there’s a topic list- like a

contents page

You can see that it has been updated as needed

at different times

A list of main topics makes it easier to know what you have available

The topic lists tell you all the services available for

that service type

The topic lists tell you all the services available for

that service type

It makes it easier to use if these are colour coded

(eg yellow, like the yellow pages)

(A small number of yellow index cards aren’t that hard to come by…

You’ll probably only need a dozen or so)

The individual service cards have all the contact

details

(white, like the white pages)

You can then have several options and

available services visible

This has demonstrated a card file system.Other systems allow for more info, but it should

also be planned & easy to find what you’re after

They should also allow for those services that fit several categories- do you file the young women’s

DV service under youth, women or DV?

Advantages? Disadvantages?

Paper / cardboard based Digital/ computer based

Digital- mobile phone based

Paper based

DISADVANTAGES• Can be messy

ADVANTAGES• Easily accessible• Easy to use• Portable?• transparency

Computer based

DISADVANTAGES ADVANTAGES

Phone based

DISADVANTAGES ADVANTAGES

Choosing a system

List the pros and cons of each method:• Index cards• Database (including email contact lists)• Resource folder• (other people’s) on line website• Telephone bookWhich system are you going to find most useful (for you) to find things quickly and easily?

Master list

What topics are going to be useful to know about:• In a ‘first point of contact’ crisis service?• In a women’s shelter?• In an aged care facility?• Gambling/ debt counselling service?

(choose one)

Topic list

What services exist for those topics in your local area?

Service records

You should now be well on the way to developing your own system- you just need to create one record (card file or page) for each service, with all the details you will require.

This bit will take a while to complete.

In fact, it might never be complete- it should always be a ‘living document’- one that grows and changes as your needs change, or as the services and staff change.