Archiving Summer Camp session paperwork is an important way to keep record of what happened so that we can reference it if issues arise or for future planning. It is important that all documents are organized and named exactly as listed below so that information can be found efficiently if needed.
Sorting:
Grab the green archive folder from the archive bin in the back counter. Sort all papers in the order listed below. Each numbered item is a separate pile of documents, and the lettered items and parentheses are the order within that set. The papers must be sorted in this EXACT outlined order.
AfterCare
Attendance and drop-in sheet
Check-out sheets (guardian then self)
CheckOut AM (A-N, O-Z, self) *this is 11:50 am check out
CheckOut PM (A-D, E-H, I-K, L-N, O-S, T-Z, Self) *this is 4:30 pm check out
DK AM Attendance (alphabetical)
DK Lunch Attendance (alphabetical)
DK PM Attendance (alphabetical)
DM AM Attendance (alphabetical = A, B, C etc)
DM Lunch Attendance (alphabetical = A, B, C etc)
DM PM Attendance (numerical = 1, 2, 3 etc and then Express)
Early Pick-Up Sheets (Monday-Friday)
JB AM Attendance (Alphabetical= Dolphins, Marlins, Seals…)
JB Lunch Attendance (Alphabetical=Dolphins, Marlins, Seals…)
JB PM Attendance (Alphabetical= Dolphins, Marlins, Seals…)
Lunch Care
Attendance and drop-in sheet
Check-out (guardian then self)
Office Bulletin Board Forms
Alternate class sites
Audio equipment checkout
Nametags to print
Office and Lunch Binder Forms
Late check-in
Early check-out
Visitor passes
Appointment or lunch check in/ out
Early self-check-out
PreCare
Attendance
Drop-in sheet
Teen Leader
TL AM attendance
TL Lunch attendance
TL PM attendance
Camper in the Office
Scanning and Saving:*Before scanning, make sure that ALL staples are removed from documents
Now that all the papers are sorted, scan each set. To clarify, each numbered item above will be a combined scanned document, sorted in the order given by the lettered items and parentheses, that will then be saved in the brain.
Go the Brain > Archive- Current Programs Archive > Summer Day Camp Archive > SDC 20XX. In this folder, create a folder for the session that you are archiving named “Session X Week X.”
Save each of the documents that you scanned in into this folder. The documents should be named using the following format EXACTLY:
SDC (year) SX (Session)
WX (Week 1 or Week 2)
Space
Bolded numbered item from above (ex. AfterCare)
Start and end dates: MM.DD.YY-MM.DD.YY
Example: SDC 2022-S1W2 AfterCare 06-20-22 to 6-24.-22
Once all documents are saved in the correct folder in the brain, delete them out of the copier inbox, return all papers to the archive folder, and return the folder to the bin. Check the task off of the checklist.