Legacy Binder

A well-maintained legacy binder provides instant access to history, context, and procedures that are essential for onboarding a new market manager, keeping a market operational during unexpected absences, and during other times of transition.

Why does my market need a legacy binder?

A legacy binder is a set of resources and materials created in the process of succession planning that can be passed to a replacement staff person or volunteer to facilitate a smoother transition.

Creating (and maintaining!) a legacy binder offers many benefits to you and your market:

  • Freedom: it can be used to train other staff members to operate your market while you take time off, either for a planned absence or an emergency. 
  • Clarity: By physically writing out your job responsibilities, you may be able to validate what you like about your position when you’re feeling uninspired. If you’re overwhelmed, a legacy binder can help you clarify what duties could be delegated to someone else and help you formulate a volunteer, intern, or other staff position description.
  • Planning: it can help you plan to transition out of your job if necessary. A legacy binder gives your successor access to history, context, and procedures for onboarding, while also helping you with resume building. A well-maintained legacy binder also functions as a list of all of your responsibilities, skills, and the impacts of your work over time.

How to Use These Resources

There are two main ways to create and maintain a legacy binder: digital and print.

The benefits of a digital legacy binder is that it can be shared more easily with multiple individuals, can be easier and quicker to update more regularly, and it can be stored in multiple locations for ease of access. Digital files can be encrypted for greater security, keeping sensitive information more secure. Depending on the file format, you can also search for keywords within the files to find specific information quickly. Other files can easily be included, such as your market’s logo, designs for print materials, or clickable links.

However, in the event of a power or Internet outage, poor signal, or device theft or damage, you may be unable to access the information. If your market does not have dedicated mobile technology, like a laptop or iPad, you could only access it through your personal devices. Digital files could also be hacked or more easily be accessed by unauthorized individuals if files are not stored securely.

With a printed legacy binder, you can fill out the resources either digitally before printing or by hand. By storing them in a physical binder, information can be reliably accessed at the market regardless of internet or electrical access. It can be easier to add notes in the moment by jotting them down on the appropriate page, instead of having to recall the notes and remembering to do so after the fact.

Unfortunately, printed legacy binders are also susceptible to damage due to weather, spills, or other accidents that could render them unusable. It’s also more time intensive to create a backup copy for others to access in an emergency if you are unavailable or others do not have access to the location where your binder is stored. If only one binder is kept, all it takes is one incident to lose all of that institutional knowledge.

A third option would be to use a combination of the two: have a printed copy of the binder, but make updates regularly to a digital copy of the binder and print new copies of the updated sections a few times per market season. Set a reminder at regular intervals throughout the market season to review the information in your binder and ensure its accuracy.

Remember that any information recorded is better than nothing. Starting with a few resources and adding as you go puts your market in a better position in an emergency situation.

legacy binder

Emergency and Community Resources: Legacy Binder

Fillable PDFlegacy binder

Emergency and Community Resources: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record important community and emergency services contact information, such as the local police department, weather authority, and health department.

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Food Access

Food Assistance Programs Resources: Legacy Binder

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Food Assistance Programs Resources: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record food assistance program information and important reference notes, including topics such as SNAP, Double Up Food Bucks, tokens, reporting, contact information, and more.

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Market Mission and History: Legacy Binder

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Market Mission and History: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record their market's mission, history, and other important institutional knowledge about their market operations.

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Media Contact List: Legacy Binder

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Media Contact List: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record media contact information used to promote their market and special events.

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Password and Login Information: Legacy Binder

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Password and Login Information: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record password and login information if password manager software is not available.

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Staff Emergency Contact List: Legacy Binder

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Staff Emergency Contact List: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record staff's emergency contact information to keep in their print or digital Legacy Binder.

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Publications and Reports

Flipchart of Emergency Procedures for Your Farmers Market

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Flipchart of Emergency Procedures for Your Farmers Market

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This flipchart is an informational resource and a tool or template to help farmers markets develop and establish protocols for handling emergencies at the market.

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Food and Product Safety

Cottage Food Cheat Sheet: Legacy Binder

Food and Product Safety

Cottage Food Cheat Sheet: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers that lists some common eligible and ineligible cottage foods, as well as a place to record any specific products that have required additional information.

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Food and Product Safety

Food Safety and MDARD Contact Information: Legacy Binder

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Food Safety and MDARD Contact Information: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record their MDARD contact information and other important food safety information.

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Market Promotions: Legacy Binder

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Market Promotions: Legacy Binder

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This Legacy Binder resource is a fillable PDF for market managers to record basic market communication and promotional strategies.

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Market Manager Position Description Template: Legacy Binder

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Market Manager Position Description Template: Legacy Binder

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This template is intended to be adapted to fit each market's unique situation by including the market's mission and values, information about the structure of the Operating Organization, and the expectations for the manager's schedule. Responsibilities and qualifications can be added and removed depending on the needs of each market.

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Determining a Budget for Your Community Driven Marketplace

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Determining a Budget for Your Community Driven Marketplace

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This resource covers different ways to create or obtain the annual budget for your community driven marketplace.

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Other Resources

In addition to the fillable PDFs listed above, there are many additional resources available that you may wish to include in your legacy binder for reference or record keeping.

MIFMA Resources:

 

Farmers Market Coalition Resources:

“It would be impossible to do this job without a legacy binder!”

Jenny Wagemann, Allen Farmers Market Manager