PROCEDURE FOR PRINTING BOX LOCATION LABELS FOR BOXES TO BE ARCHIVED

CF/RAI/NYHQ/DPP/RAM/2003-00543

Records Box Transfer: Notes on Process, Print Procedure and Supplies

A. Key Steps to arrange for Transfer of Boxes

B. Procedure for User printing Box Location lables using RAMP-TRIM

C. ORDERING Supplies: Labels, Protective Tape, Boxes

A. Key Steps to arrange for Transfer of Boxes:

For those staff with folders/boxes ready to transfer to off-site storage locations,

1

Confirm Shipment and Accession number appears on data for each box

2

Print and place the big paper box labels on each end of the boxes

[RAMP-TRIM Annex C identifies reports for printing labels Report for Big Box label = CF_Box_Label. These are printed on paper] Select the box(es) by highlighting and tagging all of them, go to the File menu and choose "print report". Go to "CF_Box_Label. Report for Big Box label = CF_Box_Label. These are printed on paper]

3.

Alert Brian Myers in DFAM/DRU who will electronically assign locations to each box;

(after receiving confirmation that specific locations are assigned for each box)

4

Print your small location labels [Avery Laser Label #5162]

Select the box(es) by highlighting and tagging all of them, go to the File menu and choose "print report". Go to "CF Box Location* Detailed print procedure in para B.

5

Place small location labels securely on the bottom of box labels on both ends of box

(WARNING: don't cover the bar code on the big box label)

6

Use special protection tape to cover labels on both ends of the boxes**.

Label protection Tape [Scotch Brand 4-inch #8210]

7

Alert DRU that the labels are covered and shipment is ready for transfer

*UNICEF 633 Third Avenue staff tested the procedure and confirmed that the HP4000 printers in Third Avenue will also print the labels.

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B. Procedure for User printing Box Location lables using RAMP-TRIM

For boxes to be placed in designated spaces within a Storage Facility
[Storage Facility = on-site; non-current record center, or Archives]

Once a box has been assigned a position on a shelving unit in a storage facility location, a location label should be produced [in duplicate] for the box. This is the during the final stages of preparation for shipment.

To print out a location label, select the box(es) by highlighting and tagging all of them.

To conduct the print, go to the File menu and choose "print report". Go to "CF Box Location Label" and print. Nota bene: To insure efficient use of the Avery labels at the time of printing, you can send specific labels to the printer, thus skipping over blank spaces on the label sheet. To skip labels, within the CF Box Location label menu, indicate the number of space to be skipped over in the window on the upper right hand side of the menu.

The labels required for the printing are Avery Address Labels, No. 5162. There are 14 labels per sheet.

	KEY STROKE	PURPOSE
1	Click to the left of the box records, tagging each box wth a green check mark.	Hightlight and select boxes for which location labels are to be printed.
2	Go to file menu, choose "Print report"	Display report format options
3	Choose "CF Box Location Label"	Select Avery label format for location labels

WARNING:

Trim Administrators DO NOT ASSIGN or MOVE boxes from within the "Tools – Space Management System."

Use only the Task-Location menu to assign or move boxes within TRIM.

C. ORDERING Supplies: Labels, Protective Tape, Boxes

**Please order from DFAM Martin Hankey.

Labels [Avery Laser Label #5162] and
Label protection Tape [Scotch Brand 4-inch #8210]

Records Transfer Boxes are available from the Admin Services Help desk

For those staff with folders/boxes ready to transfer to off-site storage locations,
1	Confirm Shipment and Accession number appears on data for each box

2	Print and place the big paper box labels on each end of the boxes	[RAMP-TRIM Annex C identifies reports for printing labels Report for Big Box label = CF_Box_Label. These are printed on paper] Select the box(es) by highlighting and tagging all of them, go to the File menu and choose "print report". Go to "CF_Box_Label. Report for Big Box label = CF_Box_Label. These are printed on paper]

3.	Alert Brian Myers in DFAM/DRU who will electronically assign locations to each box;
	(after receiving confirmation that specific locations are assigned for each box)
4	Print your small location labels [Avery Laser Label #5162]	Select the box(es) by highlighting and tagging all of them, go to the File menu and choose "print report". Go to "CF Box Location Detailed print procedure in* para B.

5	Place small location labels securely on the bottom of box labels on both ends of box	(WARNING: don't cover the bar code on the big box label)

6	Use special protection tape to cover labels on both ends of the boxes**.	Label protection Tape [Scotch Brand 4-inch #8210]

7	Alert DRU that the labels are covered and shipment is ready for transfer