It's nice to have a place to ask questions like these - this forum is great!
I'm preparing to go on leave for about a year and will have a temporary replacement "Acting" in my position in order to keep things moving along while I'm away. My specific question, at this time, is how I should allow access to my general reference files.
A few notes of my situation: I'm pretty new here (seven months or so) and took the opportunity to set up my reference files GTD style. So there is one A-Z system for my general reference files and a separate system for specific projects that uses the Project Number (this one I'm not concerned with). I do have one essentially empty (for now) four drawer file cabinet in my office. Anything extremely personal in my files I've noted with a pink dot and will remove when I leave (pay stubs, anything with my social insurance number etc.)
My sub will need access to some of the reference information while working on projects that need to be moved forward while I'm away but they won't be done in that time and I'll need to be able to take them back.
The way I see it, I've got a couple of options:
(1) Give my sub free access to the files to pull-out, refile and create new files that fit in my A-Z system. I have a list of the files in a Word document and could easily compare the altered list with my old list to identify which new files were created and change those that don't make sense to me.
(2) Give my sub access to pull any files needed and to re-file in his/her own system in the empty cabinet and then when I return I can look through and re-inegrate the new stuff back into my system as I get to it. This would also encourage the sub to think about and develop his/her own concepts in filing/organizing. Part of the purpose of the sub is for training/experience for that person.
Does anyone here have experience with this? Any thoughts? Is there another option I'm not thinking about? Should I just not worry about it and deal with it when I get back?