Amy -
I would agree with deleting vouchers AND electronic vouchers. As you said, AP & AR should cover all and there should be no difference between a voucher and an e-voucher. The fewer series/the simpler, the better.
About our upcoming training. Below (#1-2) is the response I received from our reference head regarding equipment available in the meeting room. He did not answer my question about the need to know your version of PowerPoint or conversely, which version do we have. If I learn more, I'll send it along.
1 - The list of things we provide includes: microphone/sound system, DVD/VHS player, slide projector, video/computer projector, kitchen, and podium.
2 - Since this is a city-related event we can provide a laptop. Just as an FYI, we typically don't provide a laptop for public use. I'll make sure it's available for the 18th.
3 - A dry run is definitely advised. If she's using an older version of PowerPoint, it could cause some issues with her presentation (i.e. everything might not display properly). Always best to be prepared for surprise (which happen more often than not : )
I also emailed Ben to see if he had any info about the records center services and fees. He offered to send a brochure. I'll request them from him unless you include that with your information - let me know. Will you be bringing any handouts? Or - will you be sending me something that I can copy and have ready?
Thanks as always!
Lois Reeves
Records Manager
City of Chesapeake
757-410-7160
>>> "Judd, Amy (LVA)" <[log in to unmask]> 1/28/2008 12:15 PM >>>
The analysts at the LVA have been making an effort to identify and
resolve duplicate, unclear, or "unusual" series in the state and local
General Schedules. As part of that, we were discussing "Vouchers" and
"Invoices" that are listed on both GS-102 and GS-02.
It seems that Accounts Receivable and Accounts Payable should cover any
and all invoices and vouchers. Is there a reason "Vouchers" or
"Invoices" should be listed separately in either schedule?
GS-102 Accounts Payable 012082
GS-102 Accounts Receivable 012083
GS-102 Vouchers - Agency Accounting Office Files 012155
GS-02 Accounts Payable Records 10143
GS-02 Accounts Receivable Records 10144
GS-02 Vouchers (Accounting) 10217
Additionally, Vouchers - Electronically Transmitted Requests for
Payments is only retained one year. We suspect that this is a holdover
from when electronic vouchers were new and unusual. We'd like to
eliminate this series because all vouchers should be kept for three
years or until audit, regardless of format.
We would appreciate any constructive input the list members may have
before we make such a change.
Sincerely,
Amy
Amy L. Judd
Records Analyst
Library of Virginia
800 E. Broad St.
Richmond VA 23219
Phone: 804.692.3601
Fax: 804.692.3603
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