Storage Log Instruction

Storage Log Instruction

Location for the storage log is located at

\\Appserv1\purchasing\StorLog\storage15-07-02.mdb

To use the proper file, copy the path above, open [My Computer], paste it into [Address] field and hit [Enter]/[Go]. If you can't open, please contact Purchasing.

ADD/EDIT DATA FOR YOUR STORAGE LOG

Select your department

Select Add/Edit Data

Scroll down to the end and enter your data as the dialogue describes below

NOTES

Box # should be entered continuously as the last one in line.

Description: A brief description.

Class: Your document class.

CLASS 1: Permanent documents (e.g. micro-filmed data, student records...)

CLASS 2: Undecided documents (between class 1 and 3). Worthy of preservation, but not as Class 1. Shall be re-classified as Class 3 - Disposable)

CLASS 3: Disposable documents (e.g. purchase orders...). Keep for 3 years, starting on the next fiscal year (e.g. If the year of documents is 2006-2007, then destroy date will be 2009-2010.)

Year: Number of years your document covers

Filmed: Ignore this field

Location: Enter BLDG. 1 for CSM Building 1 or CONTAINER for District Office Container. Please do not enter long words.

Destroy: Designated destroy date

Destroyed: Ignore this field.

PRINT A PROPER LABEL FOR YOUR STORAGE LOG

The following instructions have been tested and optimized with 7 following HP Laser printers using Tray [1] (manual feed).

1. HP LaserJet 4000N - IP: 10.1.10.34 - Location: Payroll

2. HP LaserJet 5100dtn - IP: 10.1.10.55 - Location: AP

3. HP LaserJet 4050TN - IP: 10.1.10.51 - Location: AP

4. HP LaserJet 4100DTN - IP: 10.1.10.31 - Location: By Suki's desk

5. HP LaserJet 4100TN - IP: 10.1.10.40 - Location: Facilities

6. HP LaserJet 4050N - IP: 10.1.10.30 - Location: Foundation

7. HP LaserJet 2200 - IP: 10.1.10.39 - Location: At student workstation

If you closely follow the instructional steps below, your labels will be printed the way you want it. Nevertheless, if things come out wrong. please contact Purchasing for solutions.

Select your department

Select print box label

The screen will look somewhat like this

Now, click File->Page Setup

Set all print information as described

To print, click FIle->Print. DO NOT CLICK ON THE PRINT ICON AS IT WILL PRINT ALL PAGES IN YOUR LOG FROM THE BEGINNING.

Once the dialogue box came up, pick your designated printer and select the page range to which you desire to print.

The pre-printed labels are located in the office supply room. All print specifications have been pre-set, if not, please set them in as instructed above. You need to feed the layout accordingly.

The label MUST be fed as follow: