Why? Why is it important? Well, because when the Federal Oversight shows up on your doorstep and wants to see certain information within an old time frame you need to have someone who knows where to look and what the file systems were at the time in question!
There have been so many changes in the last 6 years it’s amazing I can keep it all straight. Everything from file folder organization changes to color coding files to the actual contents of the folders has changed. Even the forms we use have changed. Add all that to changes in personnel such as my 5th boss in 6 years along with some long term members of the unit who retired and no one who has been recently hired knows what is really going on.
Luckily, I had a short-notice-heads-up that something was coming up soon and then warning as to when recently so I could try and find everything. Even with warning it took most of the day to find all the required documents.
Some were archived and luckily my co-worker pulled those from archives last week. Other items I had to look in what was fondly called “The Other Brain” otherwise known as the back files. It is simply a yearly, alphabetical system of every form signed for every provider ever certified by the unit members.
Most of the required forms were easily found but the very last one I really had to dig and find the right year to find the correct form. I can now sleep a little easier and enjoy tomorrow’s graduation ceremony for my daughter knowing that I did everything in my power to find all the forms that the Federal people wanted to see!
I guess you could say that is one of the most important reasons to keep people who know what they are doing as long as possible.