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Public Works Maintenance Division and Parks & Open Space Division <br /> Office Procedures for Service Requests and Record Keeping <br /> T e of service re nest Division Process Brief Descri tion <br /> Road Maintenance Cassworks Call comes in for Road Service. (Pot <br /> Database hole repair, dead animal pick-up, etc.) <br /> Office Staff enter request into database <br /> and print a copy of the request to give to <br /> field staff. Field staff respond to the <br /> ~ request, put comments on the paper <br /> request, and turn the form back into <br /> ~ office staff. Office staff "close out" the <br /> request in the database and file the <br /> printed request by number in a paper file <br /> cabinet. Reports are run from the <br /> Cassworks database. <br /> Parks Maintenance Cassworks Same process as above but call maybe <br /> Database around the subject of broken water <br /> fountains, tree limbs down, etc. <br /> New traffic services Traffic Database Call comes in for someone requesting a <br /> new stop sign, new traffic light, etc. Call <br /> is documented in traffic database and e- <br /> mail sent to Technical Traffic <br /> Supervisor. (Damon Joyner) <br /> Type of document Division Record Brief Description <br /> Kee in Process <br /> Contracts While active kept in City Recorder Office gets one original <br /> division file. copy of all contract files. Division <br /> keeps one copy of all contract files, <br /> <br /> 1 until destroy date. <br /> Items that a supervisor Document Control Item is put into a previously assigned <br /> determines may need to be Database & File title category, entered into the <br /> kept for future divisional Cabinet database, and paper filed. Items are <br /> reference. (Correspondence, later archived according to <br /> Safety Reports, etc.) requirements. <br /> Items determined by state Division Archives We maintain an updated list of <br /> law that need to be kept fora archived files. Items are managed <br /> certain number of years. according to law, and purged within <br /> regulated time. Examples include <br /> budget documents, project files, <br /> committee notes, etc. <br /> P:\OfficeWork\WorkTasks\APWA-documentation.doc <br /> <br />