User:Redcandlelight/sandbox

!! Hello! and welcome. In this video you will be taken thru the steps for transferring your files to the archive of the CSC!!!!!!!!

There are five steps in this process.

Step 1. Assess your files!!!

Step 2. Get boxis!!!!

Step 3. Pack YOUR FILES INTO the boxis!!!!!

Step 4. Create an inventory LIST of your files!!!!!

And Step 5. Arrange shipment. Or, A pick-up

!!!!!!!!!!!!!!!!! Step 1. Assess your files.

this first step may seem time consuming, and un-necessary, but keep in mind that long term file storage is costly. so taking the time to assess your files, and determine which files are worth sending to storage is helpful to the organization. completing this step will also save you time and effort in the later steps of this process.!!

Start, by examining all of the folders, binders, media, and other types of materials-that you potentially want to transfer to the Archive of the C S C.

!!! Your files! should fall under one of these four categories.

Vital-files! Important-files! fiLES that are useful in the short term! and, Nonessential-files. !!

Only vital! and important FILES, should be sent to the ARCHIVE.

Here are the definitions, of vital, and important-files!!

Vital FILES! are those FILES necessary to continue, the existence, and basic, functioning of the organization. Important FILES! are irreplaceable, or replaceable only at great-difficulty, to the organization. !!

Vital, and important files include.

correspondence and, chronological files Confidential memorandums Fact finding files Anti-Semitic incident reports Discrimination complaint reports Extremist materials (such as, books, flyers, photographs. et cetar-a! !!

Meeting minutes and reports Rec-cordes of special prod-jects (or studies) Current-contracts Transcripts! Surviving documentation of the office or division’s origin Final copies of reaportes or studies! !!

Event materials (including photographs, final copies of invitations, final copies of programmes, final list of attendees, et cetar-a! ) Press releases Local and regional A D L in the News clips Letters to the editor A D L mission FILES Regional annual reports!!

Policy statements Procedure manuals Materials from special events or celebrations (including awards) Art-objects Gifts of significance to A D L Non, A D L publications! and non (A D L audio-visual materials, that are a part of an existing folder can be transferred to the archives!!

FILES created prior-too 19 70 may be of particular interest to the Library. Note: Final copies of A D L publications can be transferred to the Archive, if they are relevant to other documents in a file folder. (Please only transfer one or two copies.) Extra copies of A D L publications (can be sent-separately to the Library. (Contact the Library before sending extra copies. !!!!!

FILES that are useful in the short term, and nonessential FILES should not be transferred.

FILES that are useful in the short term, are FILES that contribute to daily office efficiency but have no

long-term value. They can generally be destroyed after their period of usefulness to the creating office is over.

Nonessential FILES may be destroyed immediately after they are used. FILES that are useful in the short term, and nonessential FILes include.

Active files that need to be readily accessible.

Duplicates.

Files with no significant lasting value (including planning materials, drafts, old ADL letterheads, old ADL policy books, mainstream news articles, etc.)

Files for which your department or division is not the office of record (extra copies of invoices, extraneous memos, etc.)

Non- A D L print material such as pamphlets, brochures, books, and reports, should also be excluded from your archives.

Step 2: Get boxIS. If you are in the C S C, or the new york-regional-office, visit the library website at library dot A d l.org

go to the menu bar and click on get archive boxis. complete and submit the form. boxes will be made available to you the same day. each archive box is the same size as a bankers box. 12 inches wide, 15 inches long, and 10 inches high. the average file cabinet drawer will require 2 to 3 archive boxis, after the file folders have been removed from the hanging folders.

if you are in a regional office, you can use any boxis that are available to your for shipping to the c s c.

the files will be re-packed into archive boxis after they arrive at the c s c.

Step 3: Pack the boxIs.

take some time to pack the boxis correctly.

Pack letter size folders facing the front of the box. Pack legal size folders facing the sides of the box. Don’t pack hanging folders. Group files into collections that will make retrieval easier in the future. Here is a tip: pack the files in some sort of order. such as alphabetically or chronologically, to make the files easier to find in the future.

Step 4. Create an inventory.

Visit the library website. go to the menu bar, and click on the Box Inventory Workbook link to download and save the workbook to your computer.

The workbook contains two worksheets. The first worksheet contains the instructions for using the workbook. The second sheet will ask you to provide some general information about the collection of files that you are transferring to the Archives. On the same worksheet, you will create an inventory list of the files in all of your boxis.

Email the completed workbook to librarian@, a d l.org, and await further instructions from the Library.

!!!!! Step 5: Arrange shipment or a pickup If you are in the C S C or the New York regional office, contact the Library to arrange to have your boxis picked up. If you are shipping the boxis from a regional office be sure to email the completed Box Inventory Workbook back to the Library for approval before shipping the boxis.!!!

Thanks for watching!!!

Your files are now on their way to becoming a part of the Anti-Defamation League's important history! !!!!!