Archiving Summer Day Camp Session Paperwork

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.

• 1. AfterCare

     1. Attendance and drop-in sheet

     2. Check-out sheets (guardian then self)

  2. CheckOut AM (A-N, O-Z, self) *this is 11:50 am check out

  3. CheckOut PM (A-D, E-H, I-K, L-N, O-S, T-Z, Self) *this is 4:30 pm check out

  4. DK AM Attendance (alphabetical)

  5. DK Lunch Attendance (alphabetical)

  6. DK PM Attendance (alphabetical)

  7. DM AM Attendance (alphabetical = A, B, C etc)

  8. DM Lunch Attendance (alphabetical = A, B, C etc)

  9. DM PM Attendance (numerical = 1, 2, 3 etc and then Express)

  10. Early Pick-Up Sheets (Monday-Friday)

  11. JB AM Attendance (Alphabetical= Dolphins, Marlins, Seals…)

  12. JB Lunch Attendance (Alphabetical=Dolphins, Marlins, Seals…)

  13. JB PM Attendance (Alphabetical= Dolphins, Marlins, Seals…)

  14. Lunch Care

      1. Attendance and drop-in sheet

      2. Check-out (guardian then self)

  15. Office Bulletin Board Forms

      1. Alternate class sites

      2. Audio equipment checkout

      3. Nametags to print

  16. Office and Lunch Binder Forms

      1. Late check-in

      2. Early check-out

      3. Visitor passes

      4. Appointment or lunch check in/ out

      5. Early self-check-out

  17. PreCare

      1. Attendance

      2. Drop-in sheet

  18. Teen Leader

      1. TL AM attendance

      2. TL Lunch attendance

      3. TL PM attendance

  19. Camper in the Office

Scanning and Saving:*Before scanning, make sure that ALL staples are removed from documents

• 1. 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.

  2. 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.”

  3. Save each of the documents that you scanned in into this folder. The documents should be named using the following format EXACTLY:

     1. SDC (year) SX (Session)

     2. WX (Week 1 or Week 2)

     3. Space

     4. Bolded numbered item from above (ex. AfterCare)

     5. Start and end dates: MM.DD.YY-MM.DD.YY

Example: SDC 2022-S1W2 AfterCare 06-20-22 to 6-24.-22

• 1. 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.