為方便整個年度內隨時查閱您的記錄，應計劃建立一個檔案系統。在任總監您的年度之前，就要先發展這樣一套系統，是一項值得的時間投資，因為有了這套系統以後，您在任期內，每天或甚至每週只需要花幾分鐘，就能把記錄整理的有條不紊。如此一來，您就可以利用節省下來的時間激勵及鼓舞扶輪社和扶輪社員一起努力達成地區目標。如果能用電腦，那麼保留記錄的工作，就會更為輕鬆，也可以減少資料歸錯檔案的可能性。

To have ready access to your records throughout the year, plan to establish a filing system. Investing the time to develop such a system before you take office will pay off during your year as governor, allowing you to spend only a few minutes daily or weekly keeping records organized. You can then use the time saved to motivate and inspire clubs and Rotarians to work together to reach district goals. If you have access to a computer, maintaining your files electronically will make record-keeping easier and reduce the likelihood of misplacing information.

建議的檔案目錄及檔案夾包括：

Recommended file sections and folders include:

• 扶輪社檔案區，每社各一個檔案夾

• 委員會檔案區，每個地區委員會各一個檔案夾

• 扶輪基金會檔案區，包括總檔案及每個計劃各一個檔案夾

• 財務/預算檔案區，分預算與支出類，各設檔案夾

• 信件檔案區，分國際扶輪、地區、與一般通信類，各設檔案夾

• 扶輪研習會檔案夾

• 地區年會檔案夾

• 立法會議檔案夾

• 出席紀錄檔案夾

• 演講資料檔案夾

• 向國際扶輪報告檔案夾

• 社員發展檔案夾

• 總監月報檔案夾

• 目標檔案夾

• 推薦繼任人選資料檔案夾

• Club file section, with one folder for each club

• Committee file section, with one folder for each district committee

• The Rotary Foundation file section, with a general file and one folder for each program

• Finance/Budget file section, with separate folders for your budget and expenses

• Correspondence file section, with separate folders for RI, district, and general correspondence

• Rotary zone institute file

• District conference file

• Council on Legislation file

• Attendance file

• Speech file

• Reports to RI file

• Membership development file

• Governor’s monthly letter file

• Goals file

• District profile file

• Recommendations for successor file

地區公式名錄

District Directories

許多地區都會發行一本地區公式名錄，其中記載著例會的場地和時間，每個扶輪社及地區的職員名錄，還有地區行事曆。身為總監，您必須是公式名錄內容的最高負責人。如果貴地區發行地區公式名錄必須遵循貴扶輪社及地區行政管理代表的規定，提供地區目錄給國際扶輪辦事處留底。其他相關資訊請參閱程序手冊第三章的"扶輪社公式名錄"章節。

Many districts publish a district directory listing the meeting places, times, and officers of each club, as well as district officers and a calendar of district events. As governor, you are ultimately responsible for the contents of the district directory. If your district publishes a directory, please provide copies to your RI office as requested by your club and district administration representative. See “Directories” section in chapter 3 of the Manual of Procedure.

任何地區或扶輪社發行的扶輪公式名錄都必須在公式名錄中聲明不可分發給非扶輪社員，也不可以將公式名錄中的通訊資料利用在商業郵寄的用途上。

Any district or club issuing a Rotary directory should include a notice stating that it is not for distribution to non-Rotarians, nor may it be used as a commercial mailing list.

地區秘書

District Secretaries

鼓勵總監們指派一位地區秘書。這位秘書必須通曉扶輪知識且熟悉地區會議，能夠協助總監安排地區會議，處理往來文件，撰寫地區會議記錄及負責檔案管理。每位地區秘書最長總共只可以任職5年。

Governors are encouraged to designate a district secretary. The secretary should be a Rotarian knowledgeable in Rotary and familiar with district meetings, who can assist the governor in making arrangements for district meetings, handling correspondence, compiling minutes of district meetings, and keeping records. This individual should not serve in the position of district secretary for more than a total of five years.