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December 29, 1978 M E M O R A N D U M TO: William J. Ward, Director of public Works FROM: Jim Smallwood SUBJECT: WORK ASSIGNMENIVNO. 78-894 RE "VAULT" This study report is presented in three sections, in the order listed: A summary of conclusions and recommendations; General information about the vault and filing systems and a general inventory of vault storage facilities and stored items. A. Summery of Conclusions and Recommendations 1. The indexing and filing system is basically sound and should be retained. 2. Inclusion of location coordinates, and job number, as part of identification should be further investigated and discussed with all interested parties. 3. There should be only one Master Index to vault items, in alpha sequence. The existing primary alpha index should be thoroughly audited and updated against the actual vault items, and thereafter be very carefully maintained. Service Center personnel should be responsible for this, and all new items coming into the vault must come through them. 4. A "control" should be established, at least to the following extent: a. Employees only allowed in vault. b. No items to be removed from the service center area without an authorizing approval from Surveyor/ Engineering and a specific: sign -in, sign -out. 5. Surveyor to continue to perform all filing, removal, and refiling of their documents, but with a defined process of notification of service center personnel of all new items, and how to index and cross index to maintain the index in a current condition. 6. Beginning numbers only should be posted on the drawers. Beginning/ ending numbers are superfluous and more difficult to maintain. 7. A specific action plan for permanent removal of items from the -vault to other storage should be developed and implemented. a. All interested parties. b. What items on what time table.