Filing Media Services Paperwork
From CSS Wiki
Most Media Services paperwork can be sorted to the stacked files or flip-file on the counter.
Contents |
Flip File
Paperwork for equipment to be will called from the office can be found in this alphabetical file, marked "Going Out." This should be checked daily for no-shows. Procedure for checking equipment out can be found here.
A second flip file is used at the end of the quarter, to hold the high volume of paperwork for quarterly loans to be returned.
Stacked Files
TODAY: Due Back
After checking equipment out, leave paperwork here if it is due back today.
When a customer returns with equipment, find their paperwork here. After checking the equipment, and timestamp paperwork and move to RETURNED box.
Anything left in this box at the end of the day should be moved to the LATE box.
FUTURE: Due Back
This box contains paperwork for equipment which will be returned some time in the future. After checking equipment out, leave paperwork here if it is not due today.
This box should be checked daily, as "future" and "today" are relative.
SHORT TERM KEYS
Short-term key paperwork on lavendar paper is filed here. Information about different keys can be found here.
QUARTERLY LOANS
Two folders are utilized for each quarter's long-term loans:
- Laptops
- All other equipment
LATE
Any paperwork in this box represents equipment which has not been returned by the due date. Customers should be contacted with reminders that charges may apply if they have not returned equipment on time. Please do not leave paperwork here unless the customer has been contacted at least once, via ticket or phone call.
Periodically go through this file and attempt contact a second time, or escalate to Rachel for billing of late fines.
RETURNED
Paperwork which has been timestamped for returned equipment should be filed here. The contents of this box should be checked frequently, and once equipment has been checked in on the ResDB, paperwork may be discarded. Instructions for detailed management of this file can be found here.
Other boxes
Billing
Use for any cancellations which will incur a charge, paperwork for equipment returned late, ASUW authorization forms received, or any other information to escalate to Rachel.
