Correspondence from Lado to Murphy Re: Sheff Files

    To: Clyde Murphy 

From: Marianne Engelman Lado SF 
7% 

Date: December 24, 1990 

Re: Sheff Files 

vanessa Thompson, Tanya Smith, and I met this evening in order 

to clarify the status of work on the Sheff files and to coordinate 

our efforts. Unfortunately, we are not as far along as we had 

hoped. 

Tanya has completed a portion of the work to be done on the 

files. Specifically, she has (1) entered the data on files that 

were not in the cabinet prior to her involvement with this project; 

(2) worked with me to improve the classification scheme, which 

involved changing the numbers of the "old documents" listed in the 

old index; (3) proof-read Donna Gloeckner's print-out of the index 

of the old files after Donna completed a conversion of the 

information from Word Perfect to Q & A; and, subsequently, (4) 

physically sorted the old documents to ensure that they are located 

in the correct category. 

Unfortunately, Tanya did not enter the new locations of the 

re-categorized documents into the data base. Thus, although they 

may be in the correct order, or, more accurately, in the correct 

bunch of documents, in the files themselves, this placement is not 

reflected in the index, which still lists the documents in the old, 

incorrect order. 

Vanessa, Tanya, and I agreed on the next step to be taken to 

rectify the situation. First, Vanessa has agreed to take 

responsibility for obtaining the version of the index that Donna 

produced after Tanya had finished her proof-reading.’ Then, Tanya 

will compare the entries in the hard copy of the index with the 

files, reviewing each of the files within each category. Tanya 

will double-check that the files are in the correct place, that the 

entries in the index are complete, and that the same files that are 

located in a given category are listed in the index. She will 

mark-up the hard copy, deleting incorrect entries and adding and 

editing correct entries. 

  

‘vanessa was able to contact Donna today and to produce an 

index. It did not, however, reflect even the first set of changes 

made by Tanya. I began to proof-read it but found it in pretty bad 

shape. In order for Tanya to begin the process of coordinating the 

file order with the index, it would be helpful for her to have the 

updated version, which I assume represents an improvement. 

 



- 

Tanya will pull only a few sets of files at any given time, 

so that I will be able to use the files during the first two weeks 

of January. Periodically, Tanya will give me the marked-up hard 

copy for proof-reading. I will proof-read and return the pages for 

Tanya to input in Q & A. 

We also were presented with a space problem. The file drawers 

allotted to Sheff are insufficient for the files. Tanya has begun 

to put as many files in the drawers as is appropriate and, for now, 

will store the remaining files on the shelves in Jon Dubin/Tanya 

Coke's old office. I hope that this will be only a temporary 

location. (On Wednesday, however, Tanya should finish putting the 

files into the cabinets and on the shelves.) 

I hope that this process of review can go quickly. Tanya is 

going to begin with section 1300, "history," and is going to try 

to complete as much as possible by January 1. I expect the 

corrections to continue into January. After this process is 

finished, the tabs and other niceties can be added. 

Thank you for your attention. I can be reached Wednesday 

through Friday at 919-782-3267. 

 



  

® 
Ss Ty 

To: Clyde Murphy 

From: Marianne Engelman Lado 

Date: December 24, 1990 

Re: Sheff Files 

Vanessa Thompson, Tanya Smith, and I met this evening in order 
to clarify the status of work on the Sheff files and to coordinate 
our efforts. Unfortunately, we are not as far along as we had 
hoped. 

Tanya has completed a portion of the work to be done on the 
files. Specifically, she has (1) entered the data on files that 
were not in the cabinet prior to her involvement with this project; 
(2) worked with me to improve the classification scheme, which 
involved changing the numbers of the "old documents" listed in the 
old index; (3) proof-read Donna Gloeckner's print-out of the index 
of the old files after Donna completed a conversion of the 
information from Word Perfect to Q & A; and, subsequently, (4) 
physically sorted the old documents to ensure that they are located 
in the correct category. 

Unfortunately, Tanya did not enter the new locations of the 
re-categorized documents into the data base. Thus, although they 
may be in the correct order, or, more accurately, in the correct 
bunch of documents, in the files themselves, this placement is not 
reflected in the index, which still lists the documents in the old, 
incorrect order. 

Vanessa, Tanya, and I agreed on the next step to be taken to 
rectify the situation. First, Vanessa has agreed to take 
responsibility for obtaining the version of the index that Donna 
produced after Tanya had finished her proof-reading.’ Then, Tanya 
will compare the entries in the hard copy of the index with the 
files, reviewing each of the files within each category. Tanya 
will double-check that the files are in the correct place, that the 
entries in the index are complete, and that the same files that are 
located in a given category are listed in the index. She will 
mark-up the hard copy, deleting incorrect entries and adding and 
editing correct entries. 

  

Vanessa was able to contact Donna today and to produce an 
index. It did not, however, reflect even the first set of changes 
made by Tanya. I began to proof-read it but found it in pretty bad 
shape. In order for Tanya to begin the process of coordinating the 
file order with the index, it would be helpful for her to have the 
updated version, which I assume represents an improvement. 

 



  

-- 

Tanya will pull only a few sets of files at any given time, 
so that I will be able to use the files during the first two weeks 
of January. Periodically, Tanya will give me the marked-up hard 
copy for proof-reading. I will proof-read and return the pages for 
Tanya to input in Q & A. 

We also were presented with a space problem. The file drawers 
allotted to Sheff are insufficient for the files. Tanya has begun 
to put as many files in the drawers as is appropriate and, for now, 
will store the remaining files on the shelves in Jon Dubin/Tanya 
Coke's old office. I hope that this will be only a temporary 
location. (On Wednesday, however, Tanya should finish putting the 
files into the cabinets and on the shelves.) 

I hope that this process of review can go quickly. Tanya is 
going to begin with section 1300, "history," and is going to try 
to complete as much as possible by January 1. I expect the 
corrections to continue into January. After this process is 
finished, the tabs and other niceties can be added. 

Thank you for your attention. I can be reached Wednesday 
through Friday at 919-782-3267.