Keeping good records and documentation will improve the day to day administration that is part of running any environmental program involving several activities, people and resources. Examples include:

• A file on each work site or project with letters, maps, site assessments and site rehabilitation strategies, species lists and progress reports
• An inventory of tools
• A register of tools and equipment loaned to volunteers
• A list of work days, training and events planned
• Photos and slides
• Written policies on specific issues
• Supervisor reports on volunteer work days
• Records of chemical use and training See Health and Safety
• Statistics: number of volunteers, groups, sites, hours worked by volunteers
• A simple and user-friendly database of volunteer records - the database should include confidential information such as volunteer contact details, medical issues relevant to their voluntary work, the site/ project/ task they work on, special interests and skills, special needs, date started, participation in training events and results of skills assessments
• Spare copies of standard forms - volunteer registration, site assessment, accident report, volunteer attendance etc.
• Keep a sturdy folder with plastic sleeves in the volunteer supervisor's kit - the folder can have spare copies of up-to-date forms, information for the public, contact lists, Material Safety Data Sheets and work methods (the plastic sleeves keep the pages clean and prevent them blowing away and getting lost - the stronger the folder the better when it is handled on a regular basis)