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i rcfi-f To Dilcr,"or December 29, 1978 MEMORANDUM TO: William J. Ward, Director of Public Works f--- -, FRIOM t Jim Smallwood Tr - -' r _- ttl: s r - SUWRCT s SICK ASSIGMUM NO. 78-894 RE "VAULT" This study report is presented in three sections, Wthe brdsr list►ed: �- siumharyof cmalgsime Arid reBndations t General top ti*n about the vault:and filing 614temi and a general inventory of i4l faailitiee and itored I tame . A. Sumnory of Om olus.ions and Recommendations 1. The indexing.and filing system is basically sound and should be ret4ined. 2. Inclurion of location coordinates, and job numb,6_1 as part of identification should be furbher investigated and dipcuise.d with #41 interested parties. 3. 'there should be only one Master Index to vault ltdon, in alpha sequence. The existing primary alpha index should be thoro4ghly audited and updated against the actual vault items, and thereafter be very carefully maintained. Service Center personnel should be responsible for this, and all now items coming into the vault mist oomo through them. 4. A "cmtrol" 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 documentep 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 fray the vault to other storage should be developed and implemented. a. All interested parties. b. What itesis on what time table.