Records Storage Transfers

RECORDS STORAGEin 1997

• Had a Capacity of 948 boxes• And we had In storage 756 boxes

• LABELING RULE OF THUMB: 5 years from now, if a record is needed and you are no longer working for Allen ISD, would someone else know where to find it?

How it works• Records are stored

by destruction year.

• They are labeled with the School Year of files, Contents, Department, & Destruction Year.

• A location label is also added

Where to begin?

• Place only one destruction year per box.

• Purge all records that do not fit into the approved records retention schedule.

• Determine & indicate the destruction date based on the adopted records retention schedule.

• Only send records to the records center that are required to be retained by the adopted retention schedule.

• Prepare one form for each standard 1199 storage container to be sent to the records center.

DO NOT OVER FILL!!!

• If you can’t lift it over your head, don’t expect me to lift it over mine!

The Process

• 1. Campus fills box• 2. Fill out 1 form per box• 3. Attach lower portion of paperwork to lid of

box• 4. Put in work Request• 5. Put paperwork in one inner-office

envelope & put w/boxes• 6. Guys Pick up boxes &

paperwork

• 7. Paperwork is delivered to me @ my desk• 8. Info is entered into computer• 9. Labels & location labels created• 10. Go to warehouse to Match labels to paperwork

on boxes• 11. Label & store.• 12. File paperwork

The Form

The Upper Portion

• Contains Very Important Directions

6. work request should be entered through Web TMA

And Details to be filled out by the sending campus

And Details to be filled out by the sending campus

And Details to be filled out by the sending campus

And Details to be filled out by the sending campus

The Upper Portion

The Lower Portion

The Lower Portion

Incorrect Labeling

The Box

The Box

Work Request

Work Request1. Go to http://web/ This will take you to the Allen ISD Intranet page.2. On the right side of the screen you will see the heading Resources3. Under that is New Maintenance Request (click on that)4. The Web TMA login appears5. Your ID is set up with your first name, underscore, last name (ie: Jane_Doe)6. Password is aisdtma7. Client is Allen ISD

Once you are in, look at the right hand side of the screen:1. Enter your Department or School2. Enter Repair Center (Service Center)3. Enter Location ID (follow prompts)

On the left hand side of the screen look at the bottom 1. Enter Action Requested (just like on the old work requests form)2. Submit Request

This should get you in

Now you are. . .