• the Group File
  The Field Agent should keep the Group File in a three-ring notebook. Use a section divider for each group. Place applications in the notebook divided by group and filed alphabetically by borrower. The portability of the notebook is a plus since it can be passed to the Loan Manager for reviews or carried to group meetings.

• the Promissory Note File
  Signed Promissory Notes are kept by the Loan Manager in the Promissory Note File.

  Arrange the file by group and alphabetically by borrower. Promissory Notes are legally binding documents. They should be stored in a locked, metal, fireproof container or cabinet. Once a Promissory Note is fully repaid, it is stamped and returned to the borrower.

A completed Ledger page is presented below using a borrower who has completed four six-month loans.

Study the following table to see which records are used at each step of the loan process. Read across to see what happens at each step. Read down to see who does what. Please note that some of the forms listed are in following sections of this chapter.

As you gain field experience, you may want to modify or add to the tracking tools presented here. However, before introducing additional recordkeeping, check your procedures against these guideposts.

Ease of use
Restrict forms to the essential data. Be sure the form has sufficient space for responses. In some questions, you can ask for check marks next to preprinted choices.

Consistency and accuracy
Insist that forms are fully and accurately completed. Collection of faulty or vague information serves no purpose.

Feedback
Make simple charts from the information you collect. Use them to tell the story to staff and participants on a regular basis.