Archiving Categories

At the start of my time with the State of Alaska I was a Administrative Clerk. As a clerk I was placed in charge of archiving old files to make space for current files. This was a monumental task that had not been tackled in several years so there were 20+ boxes to start with. Based on the Archive Guidelines I developed a simplified chart to help me sort the files.

Over the course of 9.5 years I and the teams of MASST (Mature Alaskans Seeking Skills Training) and DVR (Department of Vocational Rehabilitation) participants along with a non-perm Office Assistant archived over 3,500 files. I was involved in all the aspects of hiring, training and day to day leadership of these individuals.

archives guide

One of the training tools I used to assist everyone who was helping with the massive project included the following guide.

In the process of doing this it became known that no matter how many closed files I archived and sent off site there would never be enough space for the ever expanding files that were open. It was then determined that we also needed to categorize the open files for archiving as well. There was no guidelines to do this at the time and so in talking to the head of the archives we determined that we needed to collaborate with my management to setup the mechanisms to archive open files.

There were many types of both open and closed providers as detailed below. The categories assisted in retrieving files for quality assurance and compliance investigations over the years. Our oldest files were so old that the early volumes dated back into the 1990’s when Senior Services was founded! It was fantastic to get so many old files offsite and out of our over full file cabinets. It also reduced injuries (I was injured by the drawers being too full) and reduced fire risks. Once older files were offsite archives was able to either store the files or add them to micro film or scan them for DVD backup media.

Archive Categories

Please Perform the Following Miracle

I am generally known as a “Miracle Worker” who can get insane amounts of tasks completed. As a joke I was left with a hand drawn version of this on my desk one day and so decided to turn it into a sheet of 4 that I could print. I left them on the corner of my desk and would find notes from co-workers, supervisors and other managers from time to time which would always make me smile!

miracle notes

Planners

I love planning things and tracking things and so over time I’ve had fun creating my own systems for tracking and planning a variety of lists and projects. Some are purely fun like the “Miracles” note pad and others are incredibly useful like the daily and weekly planners or the project pages. Other things like the Turtle sheet tracked where a file was migrating to while maintaining HIPAA in the office.

©Sue Darby as these are my creations.

Monthly, Weekly, Daily and Notes Planners

[pdf-embedder url="http://www.sue-a-darby.com/wp-content/uploads/2018/08/Planner-Pages-for-Portfolio.pdf"]

Publications

Published books, articles and patterns.

Published Bo Peep

Oct/Nov 05 Issue 89

1st place Alaska State Fair

Published Tiny Kitty Pattern

Jan/Feb 05 Issue 86

Published Gene

Dec 05/Jan 06 Issue 90

Published Mini Baby Born

Apr/May 05 Issue 87

fantasy

Dec 04 Issue 85

Published Brenda Starr

Aug/Sep 05 Issue 88

Additionally, I also have 100 other patterns on www.suestinycostumes.com. I have been writing pattern instructions since 1996.

  • Contact Me

    All image on this site are ©2019 Sue Darby.

    Photographs are taken by Sue Darby please ask for permission and link to this site if you wish to use one.

  • Contact Me