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Memo to William J. Ward -2- December 29, 1978 C. Where to store and how. d. Updating of index to so indicate. This is important as the vault may now contain items which could be removed to other storage, and available storage space for new items is becoming limited. B. General Information about the Vault and Filing System 1. The vault is the repository for a large number of valuable items. 2. Items are supposed to be removed only for the length of time needed to make a copy, or to extract data. No one can say with certainty that this is always done. 3. Access is totally uncontrolled. Anyone can enter, exit, put items in, take items out. 4. Indexing and filing method is simple - basically by alpha name of the Road, Street, subdivision, tract, etc. Some problems occur however, as for example, items filed as "Road District X", when the search argument is a Road name, and it has not been adequately cross- referenced on the index card. 5. There are too many "Specialized Indexes". It is difficult enough to keep one up to date. There is expressed desire for an accurate up to date index, and a singular index. 6. Engineering, through Bob Mullins and Carl Hedstrom, feel the need for incorporating location coordinates as part of identification and indexing. (This was once included, and dropped). 7. Engineering, through Sukh Chahal, feels that job number, as well as location coordinates, is of value in the identification. 8. Some items have been "lost" from the vault. This is evidently what precipitated Surveyor Dandling their own documents, and Flood Control removing all of their materials from the vault. 9. A misfiled document, or index card, can create a great deal of wasted time and effort. All filing/refiling (other than Surveyor) should be done only by service center personnel. C. General Inventory of Vault Storage Facilities and Stored Items 1. File card indexes to: a. Roads (Surveyors) alE)ha. , b. Roads, streets, tracts, subdivision (Engineering) alpha.