NOTES ON ARCHIVING PROJECT

12/23/97 MEETING

Attended:

Dan Schmidt

Yvonne Engel

Bill Bergeron

Liz Haas

Archiving Process:

Place grant ID# on file folder using 2 alphabetical lists of grants awarded through 12/31/92. (Bill & ???)

Purge files to be archived. (Dan & Liz)

-- to be CD-ROMed

-- to be shredded

-- to be placed in a folder typed with organization name

& stamped "Purged from Archived Files"

Get boxes here. (Bill)

Place purged file folders in box. (Bill & ???)

When file folders are returned by IMC, stamp with "ARCHIVED" stamp. (Bill)

Replace files in agency files. (Bill & ???)

Dan will:

--	issue memo explaining the project is underway

--	purge grant files and make decisions as to what to keep

Bill will:

--	coordinate procedures with IMC

--	get boxes here

--	write ID# on file folder

--	stamp returned files with ARCHIVED stamp

--	replace files in cabinet

Yvonne will:

--	coordinate computer aspect of project

--	approve invoices

--	assist as needed

Liz will:

--	assist Dan with purging of files

--	assist elsewhere as needed

NOTES ON 1/12/98 MEETING

Attended

Bill Bergeron

Yvonne Engel

Brian Verhagen

Vern Maples

Linda (branch manager)

Confirmed process.

Verbal ok to order hardware/software.

Vern copied our GIFTS.MDB to his tape unit in order to write query to extrapolate the five fields to be cross-referenced on the screen where the grant is selected in their software. Yvonne showed him the appropriate fields needed in Access database.

Very will be here 1/29/98 to install the jukebox on the file server. He will contact Dean R. at Tushaus to be sure we have a separate hard drive for the jukebox that is not part of NT server's raid 5 configuration.

Bill, Brian and Linda went over the physical files to be scanned. Yvonne will provide an updated list for Bill to work with that which will keep track of what's been sent to IMC, as well as allow him to place the ID# on the file folder. This list will not include the Bradley Fellows. When the Fellows program is separated into individual folders, a list will be run at that time.