BC 112 Coastline Community College Improve Management of Records MEMO

Purpose

The goal of this assignment is to practice writing a clear, well-formatted memo as well as doing some problem-solving around the organization of files.

The Scenario

You began work as an Administrative Assistant for the Fontaine Real Estate Agency six months ago. You have found working with the company records challenging as you provide support for six (6) real estate agents. The company has no standardized procedures for filing records.

Each real estate agent and administrative assistant has his or her own system for handling records. In addition, there is a central file managed by a coworker. The alphabetic storage method is used for these files, which are often duplicates of files kept by the agents.

Your Task

What changes would you recommend to improve records management at the company? (You may want to review the article, “How to Organize an Office Filing System” from the previous page and do a google search of your own to gather more ideas.)

Create a memo (using proper memo formatLinks to an external site.) to Mr. Fontaine, the owner of the company (from you as the admin assistant), and discuss the current situation as well as your ideas for moving forward into a better record keeping system.
- First, clearly identify the problem(s) with the existing record keeping in the office.
- Next, clearly describe your solution(s) for correcting the current filing disaster.
- There’s no specific word requirement but this will likely take at least two detailed paragraphs to accomplish.
Remember to use a memo template in MS Word, filled out completely with heading fields and, of course, your input.
Be sure to spell-check your work and then read through it once again to make absolutely certain you have caught any spelling and/or grammatical errors.
Save your work (in .doc, .docx, or .pdf format) as Your Name Fontaine RE and upload it here.

Due Date

Submit by Sunday, May 8 by 11:59pm Pacific.

Grading

You may resubmit prior to grading. Once I’ve graded the assignment, please do not resubmit (unless I ask you to).

The grading rubric is available below the assignment details.

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