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Office of the Secretary >
Records Management > Advice for the
Churchwide Office > Storage of Materials
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What can I store at the Lutheran Center?
The basic rule is that nothing,
except minimal amounts of office supplies, is to be stored at the Lutheran
Center. The reasons for this are four:
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Stewardship. Over-ordering of materials and storage of materials
in spaces that are designed for other uses, particularly those designed
for people, wastes the ELCA’s money.
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Structural. The Lutheran Center was not designed for storage, and
we are in danger of violating the building’s structural integrity.
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Safety. Storage of materials in walkways and other areas not
designed for storage violates the fire code and is hazardous to
workplace safety.
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Legal
To avoid storage problems:
- Order everything in modest quantities. Publications can be reprinted, and
reprinting is preferable to throwing boxes of out-of-date materials away.
Think small when ordering items to be given away at events. Neither the
Lutheran Center nor the Archives has the facilities or personnel to
receive and unload pallets of materials. Thus, no large shipments will be
received.
- Throw away everything that has not been given away after an event.
Do not pay to have it trucked back to Chicago and then stored. Do not keep
props, scenery, temporary displays, backdrops, and lumber. Throw them out
or give them away. They will not be accepted for storage.
- Use the Augsburg Fortress Publishing distribution center in Ohio. Items can
be retrieved within three days, sooner for emergencies. See Connie Sletto.
- Make effective use of the enhanced services of the Copy Center. Documents
can be stored for later reprinting. Reminder: it is ELCA policy that all
printed materials be produced in-house or through AF and must contain an
order code.
- Send publications that are current and that will be distributed within the
year to the publications room at the Archives, notifying the archives
secretary or the director for archives administration in advance. Mark the
boxes with unit name, identification of material, and date sent. Items can
usually be retrieved within one day; send an e-mail to the archives and
the mail room for retrieval of boxes. Keep a record in the unit and review
it once a year.
- Send oversize items that will be used again at Church Wide Assemblies,
Global Mission Events, and other events to bulk storage at the Archives,
notifying the Archives secretary or the director for archives in advance. Mark each item with unit name, identification
of item, and date sent. Items can usually be retrieved within one day;
send an e-mail to the archives and to the Mail Room to do so. Keep a
record in the unit and review it once each year.
- Consult Management Services with unusual requests or problems, including
the need for additional shelving or filing cabinets.
For additional
assistance contact:
ELCA
Archives
Office of the Secretary
Evangelical Lutheran Church in America
321 Bonnie Lane
Elk Grove village, Illinois 60007
Telephone: 800/638-3522 ext. 2818
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