Memo to file re scanning questions

NC-DEQ/Division of Waste management
this morning to go over a few questions and problems I’ve encountered scanning the initial carton of documents in the Warren County PCBbatch we picked up from State Records. The two
of us discussed several basic issues and how best to name and group the documents for scanning.
For the site name — it has been variously called “Roadside PCB Spill” (US-EPA) and, informally, “Warren County Landfill” — we decided the best name, especially for search purposes on
the Laserfiche portal, is “Warren County PCB Landfill.”
I have been using the SERB categories for document group and type in naming electronic files for this project. Michael agreed with that nomenclature.
On the question of how best to scan file items, either as individual documents or to be bundled in groups, Michael said that the categories of information most often requested by County
Commissioners were: 1) Roadside cleanup/testing; 2) Landfill siting criteria; 3) Construction of landfill/placement of soil; and 4) Remediating the landfill. I suggested copying the
files I’ve scanned so far and placing them on the S drive for him to examine and will do this today so that Michael can evaluate these files and suggest how I might proceed with them.
Regarding the documents I have set aside which either do not contain a date (year, month and day) which is required for Laserfiche, or which are otherwise unclear to me: Since many of
these documents do contain a year I suggested grouping them together and dating them December 31st of their respective years. Michael agreed with this, and suggested I set aside the
other items and leave them to be re-examined at the end of the process.