← [[bibliography-fh|Bibliography]] | [[formation-handbook-toc|Table of Contents]] | [[appendix-b-fh|Responsible Leadership]] → # Keeping Track of Individuals – Candidate Files Many Formation Directors create a master calendar or flowchart to keep track of when to start various tasks, who is responsible for which tasks and how early to remind them, deadlines, where candidates are in formation, when extensions end, etc. This can be especially useful when there are many candidates at different levels. And it makes the hand-off to a new Formation Director much easier. Formation files are kept for each candidate, beginning with admission to aspirancy through to the Definitive Promise. The purpose is to help the Council keep track of each candidate and to provide information for future Councils. Include: • attendance records, • reasons for absences, • how the missed formation sessions were made up, • community jobs and how fulfilled, • formator comments, • Formation Director and Council observations, • notes of the periodic reviews, • discernment documents for First Promise (interview notes, Promise request letter, Council discussion and vote), • anything else that seems relevant. The files are confidential and are available only to the Council, the Visitator or Regional Representative, and the legitimate Superiors of the Order. Once a member has made the Definitive Promise, the candidate formation records are destroyed to protect the member’s privacy in the future. However, if a candidate discontinues, seal and archive the file in case the person later asks to be re-admitted locally or to another community. --- **Source:** [[maps/bibliography#^biblio-ocds-fh|OCDS Formation Handbook]]