Archiving ACES Paperwork

Sorting

Grab the archive folder in the archive bin in the back counter. Sort all papers into three categories (attendance sheets, checkout sheets, office forms) and in the order outlined below within each category. The papers MUST be sorted in the order listed.

• 1. Attendance Sheets

     1. PreCare: PreCare, PreCare drop-in

     2. AM: JB AM, DM AM, DK AM

     3. Lunch: Lunch Care, lunch care drop-in, JB Lunch, DM Lunch, DK Lunch

     4. PM: JB PM, DM PM, DK PM

     5. AfterCare: AfterCare, AfterCare drop-in

  2. Checkout Sheets

     1. AM: 11:50 checkout (Guardian, Self)

     2. Lunch: 12:50 checkout (Guardian, Self)

     3. PM: 4:30 checkout (A-N, O-Z, self)

     4. AfterCare: 5:45 checkout (Guardian, Self)

  3. Office Forms

     1. Binder forms: late check-in, early check-out, lunch check in/ out, visitor pass form

     2. Bulletin Boards/ Clipboards: alternate facilities, camper in the office, nametags to print

Scanning and Saving

• 1. Now that the papers are sorted, scan each set. To clarify, there should be three documents; attendance sheets, checkout sheets, and office forms.

  2. Go to the Brain>Archive - Current Programs Archive>ACES Archive. If there is a folder for the current term and year use that. Otherwise, create a new folder named “Term Year ACES.” Inside of this folder, create a folder named “Month Date ACES.”

  3. Save each of the documents in this folder with the following names:

     1. Attendance Sheets MM-DD-YY ACES

     2. Checkout Sheets MM-DD-YY ACES

     3. Office Forms MM-DD-YY ACES

  4. Delete the documents out of the copier inbox on outlook and return the papers to the archive folder and place back in the archive bin. Check the task off the checklist.