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HomeMy WebLinkAboutPreparation of files to be scanned and stored Preparation of files to be scanned and stored:  All staples must be removed, check the entire page for staples, many times staples are located in places other than the top left corner, if they are not removed they can cause damage to the scanner or more often they jam in the scanner causing the page to get jammed, crumbled, torn and permanently damaged.  All sticky notes must be removed.  Anything on the document that does not belong there must be removed.  Fix any torn items with tape.  Put paperwork in the order in which you want it scanned.  Any duplicate pages should be thrown away.  Tape any small papers, receipts, etc onto an 8 ½ x 11 sheet of paper so they do not get lost or out of order in the file.  Any items you do not want scanned are not to be kept in the file, if it is not important enough to be scanned than it should not be kept. We have limited storage space.  We are frequently asked to check a file for important paperwork that was not originally requested to be scanned, but is in the file, if we scanned all paperwork when the file first comes for scanning we would not have to do this.  All maps and plans must also be prepped in the same way.  We have a heavy duty staple remover here for the large heavy duty staples, so you can leave those in, but remove the regular staples.  Duplicate sets of plans must be thrown away. It is a waste of time and space to scan maps that are duplicate sets because they were not pulled from the file. We do not know which to do and not do sometimes so they all get done and it is frustrating to find you have scanned many extra duplicate pages.  Paperwork in the files is scanned in the order you put them in, all departments have a certain order in which they want their files scanned, if you do not put them in that order they will not be scanned in that order.  Remove the paperwork from the clips that hold it to the sides of the file and put it all in one orderly pile for scanning.  Messy files take time to straighten out to be scanned, they should be neat and ready to go when they are sent for scanning.  Send files in small amounts when possible.  The tabs on the files should be written neatly. Many files that come over have tabs that are not readable and we must look in the file to find the info so they can be filed correctly. When re-using files, white out the previous info and write over it neatly, don’t cross out old info and write new info over it, we cannot read it. Make sure when you re-use a file that you change the tab, we have had files come over that had the old info on it, not the new. If we don’t catch these files they are misfiled and lost. Transmittal Sheets:  Any item sent for scanning and/or permanent storage must have a detailed transmittal sheet.  Transmittal sheets must be typed not hand written, do not print out the sheet then fill it in; it is available as a fillable PDF for those who do not have access to the Transmittal sheet in FORMS.  If you are sending files to be scanned and returned to you then a transmittal is not required.  If you are returning a file sent to you upon your request a transmittal is not required.  When you request a file, those requests are kept until the file is returned so we can keep track of them.  When the Transmittal Sheet is approved/signed by the Records Management Assistant and The Records Management Officer it is scanned and you will be emailed a copy for your records.  The Transmittal Sheet is the only record of files being sent here and it is important to have it filled out correctly.  Keep it simple. Every department is different. How your files are filed in your department is the info needed on the Transmittal. This is usually how they are filed here, but there may be some exceptions or changes, if you are not sure what to put, ask.  Please sign the transmittal sheet if using the fillable PDF, this is important in case there are any questions.  Please double check the transmittal sheet for errors or omissions.  The turn around time on the transmittal sheets depends upon when the files are scanned and when the forms are signed.  The items in these boxes should be in either Chronological or Alphabetical order to make finding items easier.  If you have requested an item and are finished with it, send it back as soon as possible to prevent it being lost or damaged. Do not include it in a new box of files coming for storage. It already has a place in a box and must be returned to that box.