Topic 5: Archiving & Tracking Approved Flyers

Topic 5: Archiving & Tracking Approved Flyers

Objective:
To maintain a clear record of all flyer distribution approvals, ensuring transparency, documentation, and continuity over time.

Internal and External Stakeholders:

• Internal: Superintendent’s Executive Assistant, Public Relations Director

• External: Flyer Submitters (Nonprofits, Civic Orgs), Families

Step-by-Step Operations Procedure:

1. Every flyer submission is logged upon receipt by the Executive Assistant to the Superintendent, including source, date, and type.

2. Approved flyers are saved digitally with confirmation emails.

3. Denials are also logged with rationale and contact history.

4. Quarterly reviews are conducted to evaluate volume and trends.

Step-by-Step Communications Procedure:

1. All approvals or rejections are communicated in writing.

2. Flyers that are part of recurring partnerships are flagged for auto-review in the following year.

3. Archives are accessible to the Program Manager of Communications and Strategic Initiatives and Superintendent’s Office.

Possible Communication Mediums:

• Google Drive/Shared Digital Archive

• Email Confirmations

• Flyer Tracking Spreadsheet

• Board Reporting (if requested)