Attachment C-4 PreppingDocumentsforMicrofilming.pdf

OP# 7601

01/30/07

Prepping Documents for Microfilming

Verifying documents

After worksheets and supportive documents have been pulled for filming, they must be verified and prepped for filming.

Verifying includes making sure that the documents should’ve been pulled and have the necessary date stamp and approval notations.

Questions relating to specific items found while verifying should be forwarded to the BPD contact / purging liaison.

Prepping documents for filming

While verifying documents, the clerks also prep them for filming.

• All worksheets should be in alphabetical order within each year according to the approval date stamp.

• Worksheets will be separate for each year.

• All worksheets must have a date stamp.

• All staples and paper clips must be removed.

• All rips, tears, and holes must be taped.

• All over sized sheets must be unfolded and placed behind all corresponding forms or letters with the excess folded to the front of the forms.

• All creases and folds must be flattened.

• Turn all schedules and related forms to the right, so that the name is pointed to the top right side of the box.

• All pages must be in the same direction.

• All papers smaller than half of a standard paper sheet must be taped to a standard size sheet of paper (make a copy of anything that is on back side of smaller sheet).

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