Document k69Ddo1Q6XGJ97KYn5gXv2nXn

CONTENTS Objectives Definitions * Retention Policies; Transfers to Boyers Packaging Storage Labels and Controls ,7 8 Storage System 10 Shipments to Boyers 11 Withdrawal of Records 14 .' Services at Boyers Boyers Location Map 15 Appendix A Riot Plan of Underground Limestone Mine "3 Directions for Assembling Standard Record 3ox "C Directions for Wrapping Packages "C Storage Label Form K-76 "D Instructions for Preparing and Handling at Point of Origin - "D Typical Example of Assignment of Foint of Origin Numbers Special Marking of Sender's Number on Record Boxes and Packages Diagram of Four-Section Storage "Station" Withdrawal Request Form K-87 Index G H I NOTICE Tbs Committee cr. Records Retention has published a Master Retention List with accompanying detailed policy forms for those records and documents for which retention dates have been established. The list will be supplemented from time to time as additional records are reviewed. All questions regarding records not covered in the Master List should be referred to the Committee. The procedures for preparing and sending archive records for Boyer Storage outlined herein should be carefully followed by all ' concerned. If unusual situations arise requiring special handling, the Manager, Services and Communications Branch, should be consulted. pzcczzuhzs ?cs pptparing^aio binding archivz rzccrzs ?:?. TZASTIR CONTROL PLANT contains the fell: 'The Zcr.pa.nv Director (the Company Safety-Security Director) stall formulate prcpcsed plans and procedures for: (a) establishir.s: a centralized company record storage facility (to be known as a F.eccrd Storage Center) suitable fer the preservation and safekeeping cf company security records in the event of an enemy attack or other disaster, and (b) storing, at such Record Storage Center, originals, duplicates, facsimiles or copies of (1) engineering cravings and archive records of ail divisions, departments and facilities, and (2J emergency records cf those divisions, departments and facilities whose emergency headquarters (when established) are so located as to accessible to the Record Storage Center in an emergency, '.-"nen such plans and procedures are cleared for implementation, all segments c: the company shall be governed accordingly." Pursuant to the above, the Company Safety-Security Director has formulated a plan, approved by company management and the Board of Directors, for establishing a Record Storage Center in an underground limestone nine (owned by the National Storage Company) near Boyers, Pennsylvania. An agreement cf lease has been entered into for 10,0C0 square feet cf space ir. this mine, and necessary improvements have been effected to make this space suitable for the storage of all company security records. This Record Storage Center will be hereafter referred tc as "Boyers". (See APPZXSCZS A and 3.) Inasmuch as Boyers is to be utilized for the storage of security records c: of all segments of the company, it will be maintained as a general service facility cf the Finance Department. To date, procedures have been established for storing at Boyers archive records and security copies of engineering drawings. Prcpcsed procedures for emergency records are in process of preparation. An outline follows cf the procedures established for preparing and trans ferring archive records for Boyers storage. 1- - . 1.1 ''Archive reccrd.5", as defined in the S.-_-.lTY, SECURITY AND DISASTER. SCUTECL PLAIT, means any records, other than engineering cravings, -rich nest he preserved for a definite cr indefinite tine irre spective cf any potential emergency cr disaster. Archive records nay he either active cr inactive. (Archive records are to be' distinguished from "emergency records" vhich, as defined in the SAFETY, SECURITY AND DISASTER CONTROL PLAN, means records, ether than engineering drawings, which must fee preserved only because of their urgent temporary importance to the continuity cf nanagsnent functions at emergency headquarters in the event of an enemy attach or other disaster.) 1.2 "Common-type archive records" shall be understood to mean archive records which, after becoming inactive, are to be stored (either immediately cr eventually) exclusively at Boyers. 1.3 "Special-type archive records" shall be understood to mean archive records, active or inactive, which are to be permanently retained in cz-fice files cr safes of the controlling division, department cr facility, but with copies also to be immediately stored at Royers. l.L "Security records", as defined in the SAFETY, SECURITY AND DI5AJ5TEE CONTROL PLAN, means and includes (collectively) archive records, emergency records and engineering drawings. 1,5 "Point-cf-origin" shall be understood to mean the office of any slant, department, section or other unit from which archive records have been, cr will be, transferred to Boyers. -2- 2. r-ZTZITriCj PCIZCH3. A.'iB Tr.-IISTZRS to boyers 2.1 Records Retention Committee. A Records Retention Committee has been assigned the responsibility for establishing ccmoanv tclicies, with appropriate schedules, for the guidance cf all divisions, departner.ts and facilities in determining (1) vhat records cr docu ments must be preserved as archive records, (2) the length cf tine various categories cf archive records shall be ^reserved, and (3) the place cr places vhere archive records shall be retained. 2.2 Common-type Archive Records. With respect to common-tyre archive records- that is, archive records which, after becoming inactive, are to be stored (either immediately or eventually) exclusively at Royers- the following procedures shall govern for all divisions, departments and facilities except the Verona Research Center: (a) Common-type archive records now held in office space in the Hoppers Building and other Pittsburgh building locations for which retention schedules have been established shall be transferred to Boyers when such records have ceccme inactive; provided that if these particular areas contain any specific records cr documents which, in the judgment cf the Records Retention Committee, should be temporarily retained in Pittsburgh, such specific records cr documents may be retained in storage space in the Hoppers Building (only) for such time as the Records Retention Committee may designate. (b) Except as may be otherwise specifically authorized by the Reccris Retention Committee, no inactive common-type archive records having retention dates of less than two years currently on hand in storage space or regular office space of any division, department or fa cility, may be transferred to Boyers. -3-  a n (z) Zxce~~ S.S c~hervise specifically dirs :i~"ee. inactive cdmcn-tvpe archive records accumulated a- each peine-cf-origin shall ce transferred no levers ulated in sufficient cuar.titv ens stern; box (as described), provided that ail such accumulations ci Q0 fans:errea rr.r. l1ater of each calendar vear* (a) When any document constituting a common-type a. u__/t rrc; has been removed from an active office file (preparatory to transfer to Boyers), but is still expected to be so frequently referred to that its immediate transfer to Boyers is deemed impractical (in the judg ment of the controlling division, department or facility), it may be temporarily retained in storage space in the Koppers Building, or in office or storage space of the controlling division, department or facility, for such time as the Records Retention Committee may specifically authorize. (e) Ccmncn-fcype archive records temporarily withheld from Beyers storage by authorization of the Records Retention Committee shall he held in complete readiness for quick transfer to Boyers upon direction of the Company Safety-Security Director in the event cf an impending emergency. "Complete readiness", with respect .to records transferable in Standard Record Boxes and card record boxes, as hereinafter described, means that (1) the records must be properly filed in such boxes, (2) the storage labels must be pre pared and in the proper place in the boxes, (3) the Sender's Number must be marked cr. the boxes as herein directed, and (h) the shipping labels must be prepared and affixed as herein directed. (f) All common-type archive records for transfer to Boyers, either irzied lately ct s0yvas> rny t**.?2.1v; sh2.il. ce "transferred. "3.3 is*'* *- neither microfilms ncr ary ether stecial ccties, duulieates. fee- similes cr reproductions shall he prepared fer the nurtese. Scecial-tvre Archive Records. With restect to stecial-v~e archive records - that is, archive records, active cr inactive, vhich are to he cermarer.rly retained in office files cr safes of the control ling division, department cr facility, but with copies also to he immediately stored at BGyers - the foilcuing procedures shall govern for ail divisions, departments and facilities except the Verona Research Center; . (a) .As soon as possible after inception of this program, each divisi department and facility shall prepare, and submit to the records re tention Committee (on a fora to be provided by that Committee), an inventory of specific archive records or documents (active cr in active), then in its possession, which it considers to "ce of such a nature that in each instance the original, or one or mere existing copies, should be permanently retained in its office files cr safes. Upon authorisation by the Records Retention Committee for the perma nent retention at the point-of-origin of the original, cr cr.e cr mcr existing copies, of any record or document included in such i.nver the controlling division, department or facility shall proceed as follows*. (1) If an existing additional paper copy (over and above requirement for office retention) is already available, the same shall be ea marked for Boyers storage. (2) Except as provided in subparagraph (3) next following, if an existing additional paper copy (over and above requirements for office retention) is not already available, one such additional paper shall be promptly prepared and earmarked for Boyers stcrag -5- Ir, exceptional circumstances only, where preparation c: ticr.al paper copies is considered, impractical, due tc o city cr nature cf the material involved, microfilms for storage nay be substituted for taoer ccoies, if suecifi authorised by the Records Retention Ccnnittee, under th loving conditions: (a) Microfilms shall be cn rolls cf loons film only; (b) the reduction ratio shall ce not greater than 2b to 1; (c) a workable method of indexing the contents cf each roll cf film shall be provided; (d) negative films only, wound on reels, shall c-e prepared for Boyers. (b) After inception cf this program, as records cr documents are accumulated which are considered special-type archive records, controlling divisions, departments and facilities shall see to it that in every instance, at the time of preparation cr acquisition, a paper copy (ever and above requirements for office retention) is made available and earmarked for Boyers storage. (c) All paper copies of special-type archive records earmarked for Boyers storage shall be handled and transferred in the same manner as common-type archive records. Procedures for transmitting micro films of special-type archive records to Boyers will be prescribed by the Records Retention Committee at the time such microfilms are authorized. 2.b Archive records cf the Verona Research Center shall be made the sub ject of a separate set of procedures, prepared exclusively fer that facility. -6- "7" 1 ~ tjar'f"--" m 7cr trsnsfsr and st;crags a^ rovers; all ccszcr.- type archive records, and ail paper copies of special-tyre archive records, shall he filed in specially constructed corrugated hexes (as described belev), or otherwise packaged, at the point-of-origin. 3-2 Standard Record Boxes. All common-type archive records and ail paper copies cf special-type archive-records (except cancelled checks, certain card records, oversize ledgers and oversize loose forms) shall be filed in specially constructed corrugated boxes (with lids) having inside cotton dimensions of approximately 12" x 15" and an inside height of about 10". This box (to be known as ths Standard Record Box) will receive, crosswise, standard file folders (or, lengthwise, legal size file folders) placed upright as in an ' ordinary file drawer. It will also receive standard size bound ledgers and reports. 3-3' Drawer-type Card Record Boxes. Cancelled checks, tabulating cards, and other card records not larger than 3-3/^" x 9"> for transfer to Boyers from Pittsburgh only, shall be filed in specially constructed drawer-type corrugated boxes having inside bottom dimensions of approximately 0-1A" x 21-3/V' and an inside height of about k". (For larger cards, the Standard Record Box will be used.) 3.h Lid-type Card Record Boxes. Cancelled checks, tabulating cards, and other card records net larger than 3-3/S" x 8-1/2", for transfer tc Boyers from locations other than Pittsburgh, shall be filed in specially constructed corrugated boxes (with lids) having inside bottom dimensions cf-approximately 8-1/2" x 15" and an inside height of about 3-1/2". (For larger cards, the Standard Record Box will be used).  Overs ire .Material. Oversize bound ledgers, oversize loose C coder oversize records, which cannot be folded cr relied inze the Standard Record Bex, nay ce stacked to a thickness nez ex ceeding 10", and the szack then wrapped in corrugated paper, with az cver-vrancing cf heavy kraft cater securelv sealed with rimed zaz. (An alternate nethed of packing oversize material, consisting of a specially constructed large size corrugated "box, nay ce later adores if sane is found practicable.) 3.6 Box Descriptions and Supplies. The boxes and packaging described above are illustrated in APPEND Li C. Supplies of the several types of boxes will be naintained in the Koppers Storeroom, -Corners Building, Pittsburgh, and the requirements of any division, department cr fa cility cay be requisitioned in the same manner as other office supplies. if-. STORAGE LABELS AND CONTROLS b.l Storage Labels. .At each point-of-origin, storage labels shall be prepared setting forth information necessary for identification cf all record boxes and packages (and the contents thereof) for Boyers storage. The required label is Form K-76, a 6-part snap-cut form. It is described in APPENDIX D, where detailed instructions for pre paring and handling it at the point-of-origin are also given. L.2 Point-Of-Origin Numbers. For the purpose of permanently identifying all points-of-origin - upon the inception cf this program each di vision and central staff department shall assign a number to each point-of-origin under its jurisdiction, which number shall be knevr. as the Point-Of-Origin Number. The Point-Of-Origin Number shall consist of three digits, with a prefix of one or two letters. In each instance, the letter prefix will indicate the controlling -8-  *ia ii i m division or central staff department. per the several t:*iCi*----existing divisions and central staff departments, the letter trefixes to Point-Of-Origin Numbers s!ball be p-o ^ x Divisions 2, Eng. 2c Construction Div. G Gas 2c Coke Division m Tar Products Division n Wood Preserving Division u Metal Products Division twi q--;-s T''V'sicn c Chemicals h. Dyestuffs Div. International Division Prefix Central Staff Denar' EX Executive r Tjwanro Pjs LW law Department MX Marketing Department pc Procurement Denartme: 'pr Public Re1 acicrs Dcuj TR ID Industrial Relations A typ ical example cf assignment cf Point- Cf-Origin Numbers to < visional (or central staff departmental) points-of-origin is shown in APPENDIX E. Current general ledger account numbers should not be used as Point-Cf-Origin Numbers, because they are subject to change from time to tine. U.3 Sender's Number. At each point-cf-origin, there shall be assigned a number to each record box or package - which number will be known as the Sender's Number, and will be shewn on the storage label in the space provided, and on the box or package as illustrated in APPENDL< P. The Sender's Number shall be a two-part hyphenated number - the first part consisting of the Point-Of-Origin Number, and the second part a serial number beginning (for each point-cforigin) with the number "1". For example: For records from the Tar Products Division (based cn Point-Of-Origin Numbers as as signed in APPENDIX E), the Sender's Numbers T107-1, T107-2 and T107-3 would identify the first three boxes of records from the Finance Section cf the Administrative Department. Sender's Num bers T506-1, T506-2 and T506-3 would identify the first three boxes from the Building Materials Section of the Sales Department of that Division. -9- I, I. a -- -- .3 :cras A register vill be maintained at Beyers (tc be knowm as the B.eccrd Center Register cr R. c. Register', ir. which a series of numbers, tabulated consecutively, and known as Record Center Storage lumbers (or ?.. C. Numbers), vill be made a fixed tart of the register form. As each record cox cr rackage is received at Beyers, it vill be assigned an R. C. Storage Number (i. e., "registered") by simply recording, opposite a number in the R. C. Register, the date received, the Sender's Number, and certain ether information taken from the storage label. The R. C. Storage Number vill be then inserted on the label proper, and simultaneously on the several label copies. The sender will be informed of the R. C Storage Number vhen the A.CXNCW1EDGMEN? COPY has been returned to him from Boyers. Thereafter the R. C. Storage Number will be the key control at both ends. 5. STORAGE SYSTEM . 5.1 Shelving. All coxes and packages of archive records, as received at Beyers, vill be stored "as is" on open steel shelving, generally (but not necessarily) in the order of their R. C. Storage Numbers. The shelving is constructed in sections, each of which comprises five 42" x 33" shelves placed 24" apart. The topmost shelf is 8' - 3" from the fleer (including a 3" base). Twelve Standard Record Boxes will be stored on each shelf, or 60 in each section. The sections are placed back-to-back in groups of from 4 to 12 sections each. Each group of sections will be known as a "station". A fcur-secticn station is illustrated in APFENDIX G. 5.2 Location Numbers. Stations are numbered from No. 1 up. Also, the sections in each station are numbered, beginning (for each station) with number 1. The shelves in each section are lettered, the letter -10- H i A identifying the be"ten shelf, 3 the r.sx-- -- V. cn up - C, D and I. The position occupied by each box cr tackaze, cn each shelf, is also nentered, the position nunbers for standard Record Boxes extending fren 1 to 12 for each shelf. The exact storage location of ar.y box or package can be therefore recorded with two hyphenated nunbers, as for exanple: Station-Section 12-- Shelf-Position C-7 5-5 Completion and .Application of Storage Labels. After a record box cr package has been registered, and prior to placing it cn a storage shelf, its R. C. Storage Number and location nunbers (Station-Section Number and She If-Position Number) will be inserted cn the storage label and (simultaneously) on all accompanying copies thereof. The label proper will then be removed from the snap-out fern and affixed to the box cr package in prescribed manner (see APPENDED D); after which the box or package will be placed in its assigned position cn the storage shelf. 6. SHIPMENTS TO BOYZRS 6.1 Facking Record Boxes. When filing records in boxes'at the point-cforigin, in any instance where the records do not completely fill the box, the unoccupied space should be packed with crumpled paper, such as newspaper,' in a manner to prevent the records from falling into disorder during transportation and handling. 6.2 Transmittal of Storage Labels and Copies. Pursuant to instructions in APPENDIX D; (a) With each Standard Record Box and card record box for Boyers storage, the applicable, storage label and all copies thereof (except only the SENDER'S COPT) must be forwarded in the box (placed horizontally on top of the records) - with the copies and -11- 8 Id the label proper, and accompanying carbons, left in position in the snap-cut retainer, (b) With each -trapped package, the BCX CCFf (only) of the storage label shall be fcrvarded in the cackare : 'i 1 n CC1 ! top of the records before '-rapping); and the label troter with remaining copies (except the SENDEE'S COFf) ar.d accompanying carbons, left in position in the snap-cut retainer, shall be mailed to Beyers 'under separate cover via first class mail, addressed to Keepers Company, Inc., ?.C. Box 21, Boyers, Pennsylvania. In all cases the SENDER'5 CCFf '-'ill be held by the sender until the ACKNCVLEBG1G1IT COFf is returned from Boyers. S- 0.3 Tying Boxes and packages. (a) Except as provided in clause (b) of this paragraph, all record boxes and packages for transfer to Boyers must be securely tied vith extra heavy cord, (b) For transfer tc Boyers of record boxes and packages from Pittsburgh only, via company operated and employee driven vehicles, the following rules shall apply: (1) Standard Record Boxes, lid-type card record' boxes, and securely sealed wrapped packages, may be transferred without tying. (2) Drawer-type card record boxes shall be adequately tied with cord to prevent the drawers from sliding open when handling. S.k Shipping Labels. At the point-of-origin, a correctly addressed shipping label (preferably a standard Koppers form) must be affluted to each box and wrapped package. The shipping label must net be placed on the end of the box or package on which the storage label will be affixed at Beyers. For boxes, the shipping label should be applied on the top or lid; for wrapped packages on one of the wider sides. -12- k Transports': ion. Record boxes and packages cay be forvarded :c Beyers via company operated vehicles, contract or ccscn carrier truckers, or by express. For ether than ccmrany vehicles, all transportation charges rust be prepaid. 6.5 Shipping Address. Shipments via company operated vehicles, cr con tract or common carrier truckers, should be directed to: Koppers Company, Inc. c/o National Storage Company Fa. Highway Rt. No. 1C08 Boyers, Pennsylvania Shipments via express should be directed to: Koppers Company, Inc. ' Earrisville, Butler County Pennsylvania 6.7 Notice of Shipment. Upon dispatch of a shipment of archive records to Boyers, from any point-of-origin, a notice of shipment (in the form of a letter, should be sent immediately to Koppers Company, Inc., Services & Communications Branch, Pittsburgh 19, Pa. Such notice should include the following information: (a) The date of shipment. (b) How shipped. (c) The name of the carrier (if a contract or common carrier trucker-. (d) A list of the Sender's Numbers covering all boxes and packages in the shipment. , 6.8 Shipments from Pittsburgh. Record boxes and packages for transfer to Boyers from points of origin within the city limits of Pittsburg.-. shall be first delivered (with storage labels and copies in place in boxes and packages as instructed) to the Koppers Storeroom, Suhbasement, Koppers Building. The Storeroom will assemble such ship ments from within the city, arrange for transportation to Boyers, -13- tie boxes and packages when necessary, and apply s'r.innir.r labels. VirdZRAVAl CP RBCCRD5 "1 Requests be Hovers. Upon direct request to the Pittsburgh Store room, division, departments and facilities having archive records m rovers storage ray cctair: (1) any cdeplete record box cr package; (2) any individual record cr document; or (3) a copy cr retreduction - within limits of dutlicating facilities available at Foyers - of any individual record cr document. Any such direc request may be made in one of the relieving vays: (a) By mail, cr. Term K-S?, addressed to the Pittsburgh Storeroom Keepers Company, Inc., Koppers Building, Pittsburgh, Pa. (perm K-7, vith instructions concerning copies, is shewn in 99 S9 9 V (b) By telegram cr teletype, addressed to Koppers Company, Inc. (c) By telephone, extension number 68l, Pittsburgh office. 7.2 Required Information. Requests by telegram or telephone should include the same information as required on Torn K-S7, particular as felievs: (a) -The correct and complete address to which the material wanted should be dispatched from Boyers. (b) Directions as tc how the material should be dispatched from Beyers (i.a., whether by first class mail, air mail, express, etc.) ' (c) The R.C. Storage Number together with the Station, Section, Shelf ar.d Position of the box or package wanted, or in which the desired record cr document is to be found. (d) The title cr description of the subject matter as set forth on the label proper. (e) If a detailed description has been provided on the copies of the storage label, the specific item or items wanted should bs clearIv Iceri'C iz*lee.. As a matter cf record, Perm K-8? will be prepared by the Pitts burgh Storeroom covering all requests received by telegram or telethons. -lh- C. SZr.VICZS AT BOYERS !.l A" o er.dant . present demands do not re cadre full tine dutv c~ attendant at Boyers. The attendant, vhc will ce stationed in one Pittsburgh Stcrerccm, vill rake trips to Beyers to fulfill recuests for vithdravals, to receive and store record boxes ar.d packages and to nerform otherduties vhen the need arises. 8.2 Attendant's Duties. With respect to archive records, the duties of the Beyers attendant vill include the following: (a) Receiving, registering and storing coxes and packages of records. (b) Retrieving fren storage records and-documents required for use ' or reference (c) When called upon, preparing copies or reproductions cf records or documents (within limits of duplicating facilities available at Boyers). (d) Dispatching from Boyers records, documents, or reproductions (or unopened boxes cr packages when necessary), as requested by owning'divisions, departments or facilities. (e) Maintaining a "Point-Of-Origin File", in which will ce' filed copies of storage labels (the NUMERICAL COPY), segregated by points-of-origin, and representing records currently in storage for each point-of-origin, (in this file, the Boyers copies c: retrievemer.t Form K-87 will be also retained - representing current withdrawals cf records or documents by each point-of- origin.) . (f) Maintaining a "Destruction File", in which will be filed copies of storage labels (the DESTRUCTION COPY) segregated by months in which specified destruction dates fall. (g) Destroying each month records having specified destruction dates within that month. (An incinerator on the Boyers premises will be used for this purpose.) -15- A ---*- * -**' t ' I "*< "a. ^X_.' *>>r>3 /-*./ / "i^/iLr^'/AvU f I !/: ^7 x/ X /-;.--:j /Tv !^V' n'lf yizE^C v^S^T\-- >v ) ,AS - -Kjy --Y *^\T6^ v L--.^ - r.KCOP.i) ROM Tho Standard Record Eox is a specially constructed collapsible corrugated container, vi th lid. It consists of three parts: (1) the body; (2) the inner totter.; beard; and (3) the lid. The following sketches indicate the several steps required for assembling it. 1. The body as furnished in its original col lapsed position. 2. The body, opened, with folding bottom sections partially brought into place. 3. .The body with fcloir. bottom sections fully into place. L. The inner bottom board in inserted and prrssed dov.r. firmly against the folding bottom sections, especially at all corners and edges. 5. Thus the inner botten board provides a ridged r:r-s-.>rt. securely holding the body of the box in open position. 6. The lid as provided ir. its oririna], fist position. 7. The lid v.dth sices folded in place, ready for ovor- folding of ends. LIT;-~YrZ CARD RRCOKD BOX 1. The body of the box as provided in its original flat position. 2. The body of the cox brought nartialiy into it3 assembled position. 3. The lid-type record box with lid, fully assembles. (The lid is constructed, and folded into final position, in the same man ner as the lid of the Standard Record Box.) .TiAPPS PACKACs: OlJM ,M c p Ta P F. X Illustrating manner of wrapping over3ioe records - first with correlated . paper, and then with everwrapping of kraft paper securely sealed with gur.med tape.. A1AX / -P a rt 1 The L a b e l P roper STORAGE LABEL Z.'STRL'CTIGNS FOR FRZFAEIT-G AMD HANDLING AT P0INT-CF-CRIG7N The storage labels vail be made available upon requisition to the Koocers Storeroom in the Pittsburgh office. *' The form number is K-7o. follows: It i3 a snap-out form consisting of 6 carts, Part 1 - The label prooer (gummed, vhite saner). Part 2 - NUMERICAL COPY (white). '` Part 3 - BOX COPY (green). Part L - ACKNOWLEDGMENT COPY (yellow). Part 5 - DESTRUCTION COPY (oink). Part 6 - SENDER'S COPY (saloon). 3. When common-type archive records or paper copies of special-type archive records are to be sent to, or made ready for, Boyers, the sender (at the point-of-origin) shall type in the following items of information for the complete set of 6 parts (including the five COPIES): 3.1 "Div. or Staff Dent.11 - Insert the name of the division or staff de partment to which the records belong. 3.2 "Plant. Section or Location11 - Insert the name or identification of the originating plant, section, office, or other noint-of-orisir, of the records. 3,3 "Destruction Date'1 - Insert the date when the contents of the box or . ' .package may be destroyed at Boyers, (if no definite destruction date can be given, insert "Consult ", showing the date when the sender should be consulted regarding further retention.) '3.1 "Sender1 Number" - Insert Sender's Number as described in paragraph 1.3 of this manual. 3.5 ''Filed By". "Aluh", "Num" - Identify the person who has filed or placed the records in the record box or package; and, if applicable, check whether the records have been filed in alphabetical or numerical order. 3.6 "Sent to R. C." - Insert the date when the box or package is sent to, or is to be sent to, Boyers. 3.7 "Archive Records" - For archive records only, insert an "X" in the space provided. . 3.8 "Title or Description of Subject Matter", "From". "To" - Identify the con tents of the box or package as completely as practicable within the limits of the space provided on the label.proper, showing if possible the date of the earliest and latest record for each item listed. 4. Additional space is provided on parts 2 to 6 -inclusive (under the caption "De tail Description") in which to insert a more complete itemization of the -contents of any record box or package, whenever the limited space on the label proper is STORAGE LABEL .ivJCTICIiS ECR net; ad^G.uane fer all infcrmaticr. necessary to facilitane future reference no, or renrieveaent of, specific files or dccuaenns. (it is urged nhan such addinicnal detail he previd: :d, net cnly vher. it is plainly recudred, bun also when nhe inferaanien on the label proper leaves any room. fer doubt concerning identificanicn of - all the naterial.) 5- The sender must leave blank nhe spaces on the label captioned "Station-Sec tion", "Shelf-Position", "R.C. Storage Number", ana "Rec'd an R.C.". 6. After all of the aforementioned information has been typed on the storage label, the sender shall ce then guided by the following procedures; 6.1 For records for transfer to Boyers in a Standard 'Record Box or . card record box - a. Part 6 of the label (the SENDER'S COPY) and its front carbon shall be removed from the snan-out fora and temporarily held by the sender until the ACKNOWLEDGMENT COPY is returned from Ecyers (after which the ACKNOWLEDGMENT COPY will be retained by the sender as his permanent record, and the SENDER'S COPY may be then destroyed). b. The label proper and the remaining four copies (the NUMERICAL COPY, the 3OX COPY, the ACKNOWLEDGMENT COPY and the DESTRUCTION COPY) with their front carbons shall not be removed from the snan-out form and shall be sent to Boyers with the records - . placed in the box in a horizontal position on top of the records. 6.2 For oversize records for transfer to Boyers in a wranned -package - a. ' Parts 3 &ad 6 of the label (the BOX COPY and the SENDER'S COPY respectively) with their front carbons shall, be removed from the snan-out form; the BOX COPY shall be sent to Boyers with the records - placed in the package on top of the records; the SENDER'S COPY will be temporarily held by the sender until the ACKNOWLEDGMENT COPY is returned from Boyers, after which the latter will be retained by the sender as his permanent record. b. The label proper, and the remaining three copies (the NUMERICAL COPY, the ACKNOWLEDGMENT COPY and the DESTRUCTION COFY) with their front carbons shall not be removed from the snap-out form and shall be ^ j 1 ad to Pittsburgh in. an envelope addressed as follows: Koppers Company, Inc. Services & Communications Branch Pittsburgh 19, Pennsylvania ID O'! 3o STQP--.GZ LASZL INSTIL'ITIINo "CP. rr.ZPAP.r.'C- A2D KANDITIG AT POgiT-OF-GRIGSl (continued) 6.3 For overside records for transfer to covers In corrugated coxes - In the event corrugated boxes (as an alternative to wrapped packages) should be decided unon and provided for transfer of oversize records to Hovers, the sender will be folded by the following: a. If a lid-type box is provided, all procedures for disposition of copies of storage labels shall be the sane as for other record boxes as giver, in paragraph 6.1 of this APPENDIX D. b. If a standard-type shipping container is provided (requiring sealir. before snipping) the procedures for disposition of copies of stcrag labels shall be the sane as for sealed wrapped packages given in para graph 6.2 of this APPENDIX D 4 i 1 1 TYPICAL PICAy.PLI OP A55i:-N7.i:;m '"`,'7--r 0p TG ^ civisiinal me cinteal staff :z?A?.7Mz:mi) ?oe;ts-op--;p.::-z: 3--;:-origin listed below are these of the Tar Products livi: Origin Punters shown are illustrativs only.) Assigned Foi nt-Of--Iri air. Numb e r 710! T102 T1Q3 T104 T10? 7106 7107 7201 7202 7203 7204 ' 7225 7226 7227 7223 7229 7230 7231 7232 7233 7234 7235 7236 7237 7238 7239 7240 7241 . 7242 7243 7244 7245 T246 7247 7246 7249 7250 7251 7252 ?oints-0f-0ri air. ADMrilSTP. A7 T D SPAETH:? Administration Section Control Section Planning Section Industrail Relations Sec European Office Office Services Finance Section OPERATIONS Administration Production Department Engineering Department Quality Control Plants Arroyo Bangor Berkshire Euffalo Carrollville Chicago Everett Pollansbee Fontana Garwood Hamilton Houston Meadows New Haven Port Arthur Portland Providence Rochester St. Paul Seaboard Sweceland Swissvale Utica Warren . Woodward Youngstown Monaca Oil City ' i3 .pjA*Orj EXAMPLSCr AiSIG;,i -- i A--i ( r* C v*1 i ."uAj nr nctp tv 'al) poi::t: r.-s-o:'-origin listed below are those of the Tar Products Division Poin^-C f-Origin Jitters shown are illustrative only.) -Ccntir.ued- Assigned Point-Qf-Qriain Number T301 T302 T1Q1 T501 T502 T503 T504 T505 T506 T507 T508 T509 T510 T511 T512 T550 T551 T552 T553 T554 T555 T556 Points-Of-Qrisin DEVELOPMENT DEPARTMENT Administration Technical Development PROOJR3IZNT DEPARTMXrT Administration SALES DEPARTMENT Administration Section Order Section Advertising & Sales Promotion Sootier. Creosote & Pitch Section Road Materials Section Building Materials Section Refined Coal Tar Products Section Hot Applied Coatings Section Cold Applied Coatings Section Contract Coatings Section Agency Products Section Retail Products Section- District Sales Offices New England District Eastern District Pittsburgh District Midwestern District Southern District Pacific District Totonto Office 1? t :SCULL HAPXLL'O :SPSS'S MKcSg. C.V ALL RZCC5D BOXES AND PACKAGES AT PCIHT-OF-CRIGIH Record center THIS CARTON TO BE USED ONLY FOR STORAGE OF VALUABLE KOPPERS RECORDS. PLACE STORAGE LABEL IN THIS SPACE ONLY. MAKE SURE IT IS FIRMLY AFFIXED AT ALL POINTS. _-^T506-3 | The SENDER'S NUKBEH mat be narked (by sender at point--of-origin) on the STANDAED RSCCHD EOI In the manner abore illustrated, in the lover right har>d comer of the space res erred for the storage label. The SSIDEE'S NUXBES must be marked (by sender at the point--of--origin) on the end of all OTHER RECCfiD BOIES AND WRAPPED PACKAGES, in the approximate location where the storage label vill be eventually affixed. * **_--r--nw-.* -r*r-*u-i r o.wZwi .rnrw,,: v~ - --* NLMS Q1VISICN OR STAFF USPT. ADDRESS DESCRIPTION OF RECORDS aits PLANT, DEPT.,SECTION OR LOCATION K0??5.5 C:WMy !.\C. ; *. COPY RECUESTEO: FACSIMILE | | OHIO; V.L 1 STATION SECTION SHELF POSITION H.C. STCRijH . i 1 I OELIVERED TO SY OATE DATE RETURNED TO R.C. SPECIAL INSTRUCTIONS K-87PREPARE FORM IN DL?Li:.-.7I | _ -I J - 55 - Standard Hexes - H-.cr2.5s h. assembling Beyers - location Map -- pie* Plan cf Kcu^srs Page \ 3. cr . ."V 2 Labels - Storage, purpose 8 - Instructions for Preparing and HancL ling Objectives 1 Packaging - Instructions - Illustration wrapped package 7 P.etenticn Committee P.stsntleu Policies Sender's Number - Assignment - Typical Example 3 3 9 - Marking cn Ecx cr Package Services at Eoyers Storage System - Explanation 15 10 - Illustration Transfer of Records to Storage Withdrawal of Records - Instructions 3 -11-12-13 14 - Illustration of Pom D C -V s V G H