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Business Office: Central
Receiving
Sandra Paul - Warehouse Supervisor - Ext.
2207
Doyleen Conover - Warehouse Assistant - Ext. 2208
Rick Bermea - Warehouse Assistant - Ext. 2218
480.982.1110
1575 W. Southern Avenue, Suite 6
Apache Junction, AZ 85220
Resources
 Receiving
Procedures for Items Delivered Directly to Departments or School.
Shipping
Procedures through UPS or the US Postal Services.
Records
Retention and Destruction Procedures.
Shipping
Data Sheet (PDF)
Record
Box Labels (PDF)
Warehouse
Work Request Form (PDF)
 To
view these documents you will need Adobe Acrobat Reader (PDF
viewer). Download
for free here
Receiving Procedures for Items Delivered Directly
to Departments or School.
Receiver Instructions:
1) Check to see that there are no damaged packages. If there
is obvious damage either (a) open box in front of truck driver
and check damage or (b) refuse delivery of shipment. Make sure
the truck driver makes note of the damage on the freight slip.
2)
Circle
Purchase Order Number. If there is no number on the packing
list, you must provide the correct PO Number.
3)
Make sure the number
of items received are the same shown on the packing list. Circle
the received quantity. If there is a difference make a note
of it on the packing list. Vendor must be contacted at this
time.
4)
Make note of the receiving date on the packing list.
5)
Sign the
packing list. Use the receivers first initial and last name.
6)
Send
completed packing list to Sandra at Central Receiving.
7)
If any
help is needed in unpacking or unloading a large delivery please
notify Central Receiving. We will arrange for help.
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Shipping Procedures Through UPS or Postal Service
1) All items must be packaged, taped, and have the addressed
label attache.
2) The packages must have a warehouse shipping form. (Click here
for form - PDF)
3) Packages to be returned through UPS must have a physical
address. Only the Post Office takes a P.O. Box for an address.
4)
Return authorization must accompany the package. This can be
either a memo in the package referring to the vendors authorization,
or a return authorization number that the vendor provides for
the outside of the package next to the label.
5) Remember, if the
problem is the vendor's responsibility, they pay the costs involved.
We pay for the shipping charges only if we created the problem.
If
these procedures are not followed, it will be necessary for our
department to return the package to the person or school for
correction. If for some reason you cannot find the packaging
you need, please bring it to the warehouse and we will help you
prepare it for shipment. Any questions you may have concerning
these procedures can be directed to Sandra Paul, Warehouse Supervisor,
extension 2207.
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Records Retention and Destruction Guidelines
The Central Receiving/Distribution Center has some shelves set
aside for a Records Retention Area, in which there is a limited
amount of space. Therefore each summer records are destroyed
in order to make room for new records.
The State of Arizona Record Management Division has set up the
Retention and Destruction guidelines we use. In order for our
school district to comply with these State and Federal requirements
please read the schedule copy sent to each department or contact
Sandra Paul at ext.2207 for a new one. Please review the schedule
carefully. This is necessary to ensure that district records
are boxed in the appropriate manner.
We need the record box labeled correctly. This enables us to
distinguish between permanent records and those needing to be
destroyed. The labeling also helps us determine the proper method
of destruction.
There are four main guide lines to follow when labeling a record
box. The label must include:
1) The department that the records represent.
2) The record series (destruction of contents) exactly as it
appears in the schedule.
3) The earliest date (from) and the latest date (thru) of records
to be transferred or destroyed.
4) The destruction date.
If these guidelines are not met, the record box will not be
transferred to Record Storage.
*Remember: The record retention I am referring to is for district
records not storage of old folders, forms, books, etc.
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