perm filename MANUAL[DOC,CSR]1 blob sn#387978 filedate 1978-10-13 generic text, type C, neo UTF8
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C00004 00003	%3INTRODUCTION%1
C00011 00006	%3MAINTAINING THE LOG%1
C00033 00012	%3MAKING THE COVERS%1
C00035 00013	%3ORDERING HARDCOPY %1
C00044 00015	%3REPORTS MAILING%1
C00046 00016	%3LIBRARY POLICIES%1
C00058 00020	%3BUDGET STATEMENTS%1
C00063 00024	%3STATUS REPORTS%1
C00064 00025	%3CLASSNOTES%1
C00067 ENDMK
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~The primary function of this position is to coordinate the publication and
distribution of  the technical  reports and  classnotes arising  from  the
research and teaching activity of  the department.  Eighty percent of  the
work relates  to  the  technical  reports, which  are  distributed  to  an
international scientific  community.  Approximately  100 research  reports
are  published  each  year;  there  are  1700  people  notified  of  their
publication by means of an abstract listing which is mailed about 8  times
per year.   There are  approximately 600  orders per  abstract listing  to
process.  Requests from  people not on  our mailing list  or requests  for
noncurrent reports average 50-100 per  month.  Twenty percent of the  work
relates to classnotes, which  are sold to  students through the  bookstore
and to other universities and individuals by mail order from this  office.
Orders from colleges typically involve 25-100 copies of one classnote.
.next page
~You will operate a  computer system (on-line  equipment at the  Artificial
Intelligence Laboratory)  from  a  TV  terminal  in  your  office.   The
Computer Science Report Distribution System  is a collection of files  and
programs written  in SAIL  that automates  the distribution  of  technical
reports.  Using a series  of commands, you will  update the mailing  list,
process orders, receive payments, make credit adjustments, mail  abstracts
(make labels) or  reports (make  labels and invoices),  send old  reports,
late and outside requests.

~How to use the system is explained in the document %BREPORT.TXT[DOC,CSR]%1,
which follows.  This system manual tells  you how to get started, what  to
do next, gives examples of dialog  sessions, etc.  The manual teaches  you
how the computer programs work, but the best way to learn what you will do
is to study a sample of what  goes on in a typical situation.   Basically,
the computer will ask  the questions, and you  will give the answers.   In
addition, you will tell the computer  what to do with the information  you
have supplied.  The system was designed to make your work easy and fast.
.next page

~You will  assign  report numbers  to  papers  written by  members  of  the
department.  Do not assign report numbers to unwritten documents.  Authors
request CS numbers  from you when  they are  ready to publish  a report.   All
report numbers include the identifying prefix "STAN-CS."  For example, the
report titled "A  programming and problem-solving  seminar" by Michael  J.
Clancy and Donald E. Knuth  is numbered "STAN-CS-77-606."  The "77"  gives
the year of publication.  The "606" is the number you assign.  Numbers are
assigned in sequence.  A CS report  may have another number as well.   For
example, it may be  jointly published as  an Artificial Intelligence  Memo
(abbreviated A.I.M.) or an Heuristic Programming Project Memo (abbreviated
H.P.P.).  Other numbers in series (DSL, ERDA, SLAC) are assigned by  other
people.  Whenever  there  is  a  joint  publication,  you  will  negotiate
disposition for the  department.  The Digital  Systems Lab publishes  both
technical reports  and technical  notes and  either can  be issued  as  CS
reports.  For example, STAN-CS-77-607 was also published as DSL T.R.  133.
ERDA numbers are assigned by  the Numerical Analysis group.  For  example,
STAN-CS-77-615 has  the  Energy Research  and  Development number  SU  326
.next page

~You will maintain a log of reports which contains all relevant information
about any one report.  Please study the example logsheet which follows.
As you can see, the top portion of the page  is
to be filled out by you.  After it is filled out, you will give it to  the
person who requested the CS number for the Principal-Investigator's  signature,
among other details.  You will use  this signature as an authorization  to
charge printing and postage costs.  From this sheet you will draw all  the
information you need to  publish and distribute a  paper as a CSD  report.
All  logsheets  are   kept  as   a  permanent   history  of   departmental

.next page

~The  disposition  of  every  CS  report  is   determined  by its  granting
agency.  Since sponsorship varies with each report, the exact distribution
will vary also.  However, if you keep  in mind where you will always  send
the reports, the  procedure is  routine.  All reports  are distributed  in
these four  areas (in  order  of sequence):   
.begin nofill; indent 10
2.##granting agency (discussed in detail in next section)
3.##other requests (students)
4.##mailing list

~Of  course,  as a  practical  matter, it is easier for you to  standardize
how you  distribute the  reports than  to change  your methods  with  each
listing.  However, how you distribute the reports is up to you--as long as
the reports are sent where required.  The following routine is  suggested:

~1.##When the report is returned from the printer, count out the number  of
copies to be given to the author(s).  This number is 20 (25 for the Numerical
Analysis people in Serra House) unless the %2author%1 or the %2principal
investigator%1 specifies otherwise.

~2.##Count out the number of reports to be sent to a granting agency,  e.g.
if the CS report is sponsored by ERDA, count out 7 copies to set aside (see
the agency distribution list which follows).

~3.##People not on the mailing list  (students and visitors)  receive their
copies separately.  First, you must collect the sign up sheets.
Second, you must run the requests through the "system" (use %BSEND%1).

~4.##Invoices and labels for the big mailing are made by the computer.  You
will enter a figure  "available for distribution"  with the %BMAIL%1  program.
Because no invoices are generated for the automatic, ONR or A.I. lists, it
is somewhat easier to stuff these envelopes first and set them aside.  You
will know what reports  to use for each  list by checking your  logsheets.
The automatic list receives everything  in hardcopy from each listing,  so
jet-packs  are  used  instead  of  regular  manila  envelopes.   The   ONR
distribution of reports  is slightly  irregular [20 hashcodes  get 1  copy
each, 2 hashcodes get 2 copies each, 2 hashcodes get 6 copies each].   The
A.I. list includes all HPP and AI memos.  After the big mailing, you  will
count the number of  hardcopy reports left.  This  number will be  entered
into the computer system for the %BSEND%1 program.  (For your own  convenience,
the number of microfiche copies can be taken from the %BDIALOG.TMP%1 of  the
day you mailed reports.)  A final note:  you will keep a record of your  CS
report distribution on disposition sheets (see backside of log sheet).
.next page
.next page

~You  will  prepare  abstract  listings   ("Most Recent CS Reports")  on
a pre-set schedule.  However, you will %2close%1 your listing to new
reports after you have obtained 10.  Please take  a look at the 
abstract listing which follows this discussion.  Why do you close the listing
at 10 CS Reports?  First, it costs $400-500 to mail
the listing (and about $150  to print it), so  you want enough reports  to
make the individual costs for each  report's granting agency to be as  low
as possible.   Second, you  cannot fit  more than  10 reports  on the order
section of  the  order  form  and still  keep  the  label  section  blank
(necessary for U.S. postal regulations.)  Third, you do not want to  offer
more than 10 reports for practical reasons--it would be difficult to  mail
that many  reports  to  those  people on  the  mailing  list  who  ordered
everything (hardcopy or microfiche.)  The listings appear about 6-8 times a

~Technical typing is required  if algorithms appear in the abstracts of the
reports you are listing.  Prepare the listing using the system and the command
file %BABSTRA.CMD[BIB,CSR]%1.  The PUB system is capable of doing any
mathematical equations you might need to do.
All  abstract
originals are  kept for  the file,  as  well as  copies of  the  abstracts

~All lists follow the same format.  After the instructions are given at the
beginning of the first page, the reports  are listed in order of their  CS
number.  The same information is given for each report:  (1) report number
[if the report is an  HPP memo or an AI  memo, use that number instead  of
the CS number], (2) author(s), (3)  abstract   [when  you  assign  numbers
or when you are given a report to publish, make a copy of the abstract for
the log, (4) number
of  pages  in the  report, and  (5)  cost of hardcopy   [the  cost of each
report  is based on the formula  $1.70 + .028/page].   You will assign  the
prices  (use the calculator)  when preparing the listing.  Round prices to
the nearest nickel.  When only microfiche is available, indicate that fact

~Sometimes you will use the abstract listing to make special  announcements
about reports that have  been  revised  (see the listing included) or
about reports you wish to sell (see the listing included).

~The Stanford  Computer  Science  Report  Order  Form  is always  the  last
page of  the abstract  listing.  Its  format is  specifically designed  to
match requirements of  the computer-based distribution  system as well  as
U.S. postal  regulations.  Please  keep in  mind what  happens during  the
%BORDERING%1 and %BMAILING%1 sessions.  (You may  refer to the dialog sessions  in
the text documentation %BREPORT.TXT[DOC,CSR]%1.)  The order form is  divided
into three sections.  Each abstract listing when printed will be collated,
folded in thirds, and  stapled closed.  The middle  section includes all  the
information necessary for  each person on  the mailing list  to order  the
reports  he  wishes.   The  numbers  and  letters  of  the  reports  named
correspond exactly to  the data you  will give the  computer when you  are
ready to mail reports.  It  is a good idea to  mail the reports about  two
weeks after the deadline.

~The bottom section must be totally blank according to the regulations  for
bulk mailing.  On  the blank  section you  will affix  the mailing  labels
produced by the  computer on the  line printer.  Labels  for bulk  mailing
(all American addresses) are  placed in the middle  of the blank  section.
Labels for airmail mailing (all Foreign addresses) are placed in the lower-left-hand
corner so  that they  can be  seen  through the  "window" of  the  special
envelopes used for their mailing.   

~The top section contains the return
address so  that the  person on  the mailing  list can  check off  the
reports he wants, staple the order form closed, attach a stamp and  return
it to you for processing.
.next page

~When you are ready to print an abstract listing,  determine  the number of
listings to print  by checking your  latest %BDIALOG.TMP%1 to  see how  many
people are on the mailing list.  Each session ends with the figure for the
total number of entries,  a figure broken  into the following  categories:
F(free), A(automatic), N(ONR list), and  M(A.I. or ARPA list.)   Abstracts
are not sent  to the automatic,  ONR or A.I.  lists.  Therefore,  subtract
these lists from the total number for the exact figure you need.  Print  a
few extra copies for  your office and for  future additions to the mailing
list  who  might   be  interested  in   "past"  listings.   

~Now prepare
instructions for Reprographic Services, where  you will have the  listings
printed.  Always include a sample of an old abstract listing when you  are
ordering a new one so that the  printer has something to refer to.   Allow
5-7 working days for the printing.  

~SPECIAL NOTE:##Instruct the printer to
staple exactly as you have indicated.   You want the staple to be  located
at the bottom of the  blank section so that  the machine that meters  bulk
rates will not open or destroy  the listing.  Correctly stapled, one side
of the listing will show the order form,  and the other side
will be blank (see example.)

~To avoid having Repographics from folding your abstracts incorrectly (in which
case you'll have to unstaple, refold and restaple them yourself), it is suggested
that you phrase your Interdepartmental Request along these lines as shown in
the example that follows.
.next page

~You  will  attach  the  mailing  labels  (printed at the A.I. Lab on the lineprinter)  to the
abstract listings  as described  previously.   Though the mailing  charges are  to  be
divided among  the granting  agencies sponsoring  the publication  of  the
reports the Interdepartmental Request for mailing them should be charged to
the Clearing Account (see example which follows).  You will transfer the charges
to the appropriate accounts when they appear on your budget statement.

~When you've got all the labels attached, the abstracts sorted and boxed, and
the Interdepartmental Request filled out; call Mailing Services to come over
and pick them up.

%3NOTE:%1##Abstract listings mailed bulk rate  are
not likely to reach their destination for 2-3 weeks.  In 1977 we conducted
an experiment to see if mailing our domestic listings "first class"  would
make any difference to  our distribution system.   We mailed the  February
listings bulk rate for $395.67.   We received  224 orders,  mostly in  the
fifth and sixth week  after mailing.  We mailed  the April listings  first
class for $478.60 and received 278 orders, mostly in the second and  third
week after mailing.  However, as long as we  continue to mail our  reports
two weeks after the announced deadline,  there is no point in sending  our
domestic listings first class.  The turnaround time for each listing (from
the time the listing is taken to the printer until reports are sent) is  8
.next page

~You will lay out and make up the cover for all CS reports.  Please look at
the sample covers which follow.   You will note that a Stanford logo
appears at the bottom.  Instruct the printer to use "Stanford seal"  cover

~The covers are done on the system using a file called %BCOVERS.PUB[BIB,CSR]%1.
All  information is  centered  and  always
includes: title, author, report number, report date (month of  publication
or month of listing), Computer Science Department [written with "expanded"
spacing], School  of Humanities  and  Sciences, and  STANFORD  UNIVERSITY.
There are two  variations to the  basic cover (examples  of which  follow).
All ERDA numbers are printed in the upper-right hand corner of the  cover.
When a CS report is published as
a Heuristic Programming Project Memo, follow  the format of the cover shown.
Also, there are six informal groups within  the
Heuristic  Programming  Project  [Knowledge-Based  Consultation   Systems,
MOLGEN, Protein-Crystallography,  Hydroid, DENDRAL  and Meta-DENDRAL] and
you may include a group name immediately beneath the author's name if  the
author so desires.  The group name is not necessary, however.  
.next page

~You will order hardcopy from a campus printer.  Follow the checklist
at the bottom of the disposition sheet.
Usually,  you should estimate  printing  costs   before  you
obtain a Principal-Investigator's signature.  However, you should be aware
of the differences in pricing schedules of the various printers.  You will
estimate costs for a "committment" of  funds.  All CS reports are  printed
two-sided (to save on  postage costs.)  The Stanford  seal cover stock  is
always used.  Depending on the length of the report, it can be stapled  in
the corner (good for a very short report 10 pages or less); stapled in two
places; stapled in  three places  and trimmed with  tape; or,  velo-bound.
Look at old  reports to get  an idea of  the various methods  used in  the
past.  Remember that the regularity of  the format is more important  than
the type  of binding. 

~How do you estimate costs?  Here are two price  examples  from  our  usual
printers.   See price lists which  follow  for  exact  location  of  quotations.
Let us say you have a CS report 59 pages long  and you want  300
.begin nofill; select B
			a.  printing	60 x 4.09 = 245.40        
			b.  cover stock 600 x .02 =  12.00
                        c.  stapling 	300 x .01 =   3.00

			a.  printing  	=	187.00
			b.  collating   =        81.00
    			c.  cover stock =	 24.50
 			d.  stapling    =        14.00    

Please use these  price lists  to estimate costs  in  this  way.  

~The  SEL printer will call you when an advance copy of the CS report is
ready for approval.  You should go over there and check it.
Check the advance  copy for the  quality of the  printing, missing  pages,
incorrect pagination, errors in collating, etc.  Do not give your  written
approval (signature  on their  green  slip) until  the report  meets  your
satisfaction and  all mistakes  have been  corrected.  You  will use  this
advance copy to order  microfiche.  The SCIP printer  does not provide  an
advance copy, so instruct him to leave one copy of the report unbound  and
you can  use that  copy for  the same  purpose.  Arrange  delivery of  the
printed reports in  the appropriate way.   CS reports printed  at SEL  are
delivered by the SCIP courier, but you must make arrangements through  the
A.I. Lab for pick-up and delivery (the A.I. Lab "shares" the courier while
the department does not.)  CS reports printed at SCIP are usually  brought
to your office by one of the workers.
.next page

~You will order microfiche  from Eastman Kodak  Company, 915 Beach  Street,
San Francisco, Ca.  94119.   Your contact person at  Eastman Kodak is  Mr.
Don Hunsicker (415-776-6055.)  Each year  the department will establish  a
blanket order purchase requisition with Eastman  Kodak to be used by  you.
All invoices will be paid by the Publications Clearing Account.   However,
since microfiche  costs  for  CS  reports are  to  be  borne  by  granting
agencies, costs are transferred later.   When you have collected  advances
for all the CS reports of an abstract listing, you are ready to order  the
microfiche.  The cover letter to Mr. Hunsicker should include the following
information about each document to be microfilmed:
.begin nofill; indent 10
a.##number of pages
b.##index title, i.e. report number, title of report, author card x of x, 
##########month & year
c.##number of microfiche copies
d.##header color.

See the following letter as an example.

~Estimate microfiche costs for the listing (see sample sheet.)  Determine
costs by report.  Check with Mr. Hunsicker for current unit prices.  There
are 98 pages that fit on one card or fiche.
.begin nofill; select B
			  1   -    98  pages:  one master
		         99   -   196    "  :  two masters
			197   -   294    "  :  three masters

You should also submit an Commitment File Estimate to the front office.
Submit one form for each account number.

~Usually, you will order a standard number of copies, e.g. we now order 300
copies of each report.  Remember that the header color of all HPP memos is
dark green.  The microfiche for A.I. memos is ordered by someone else.

~Send all document originals (numbered as in your letter) to Mr. Hunsicker.
Instruct Metering Services to mail your package %2first class, certified,
receipt requested.%1  When you receive the receipt for the package, you can
rest assured that your reports arrived safely at Eastman Kodak!    (Note :
Metering Services charges an extra handling fee for this kind of  request.
It appears separately on the budget statement.)
.next page

~Your big reports mailings usually come 2-3 weeks %2after%1 the order deadline
shown on the abstracts.  The first thing you have to do is discuss with the
person at the A.I. Lab who helps you stuff the envelopes, when the best day
would be to mail.

~After this has been decided, you'll need to run all your system work using
%BMAIL%1 (see %BREPORT.TXT[DOC,CSR]%1).  Do this about 2-3 days before you'll
be doing the envelope stuffing. 

~Once you've got everything you need (the invoices, mailing labels, envelopes,
boxes, and helper) it's really very simple.  You take an invoice along with all
the reports it lists on it, stuff them in an envelope, put the mailing label on
it, clasp it shut, and put it in either the Domestic or Foreign box (depending,
of course, on where it's going).

~When you've got all of them stuffed, sorted, boxed and ready to go; you fill
out an Interdepartmental Request (see the example which follows) and call
Mailing services to come pick them up.
.next page

~It is the policy of the  Computer Science Department  to exempt  libraries
from payment for hardcopy.  You will always change the billing category of
any library to free whenever you are asked to do so.  

~All letters requesting such status should be given to the Computer Science
Department Library,  where records  of all  agreements are  kept.  If  the
Librarian  believes  that  any  particular  library  deserves  %BAUTOMATIC%1
status, he will let  you know.  The Librarian  has certain guidelines  for
automatic reciprocal exchange agreements, for example, the quality or  the
frequency of reports an institution could supply.

~When a library requests to be placed on the mailing list, you will send  a
form letter which explains our policy and gives instructions for ordering
(see example).

~%3NOTE:%1##Business  libraries,  like   college
libraries, will  not  be  charged  for reports  unless  they  so  request.
College libraries which  are on the  Automatic List should  not be on  the
Free List  as well.   The number  of college  libraries or  the number  of
persons on any  campus who  receive reports free  will be  decided by  the
committee chairman.  College libraries that charge us for reports will  be
charged also.   The  CSD  Library  will  inform  you  of  such  cases.   A
clarification of  the  free billing  category  will be  included  on  each
abstract listing with the information to request reports.
.next page

~This is going to be an important part, and you might think it gets a little
complicated.  However, just take it slowly and there should be no problem.

~There are going to be several things you need to do, as follows:
.begin nofill; indent 10
Commitment File Estimate Sheets
Transmittal of CS Report Receipts to Cashier
Budget Statements
Transfers of Expense for --
#####Mailing Abstracts
#####Printing Hardcopy
#####Printing Microfiche
Status Reports
.next page

~Anytime you have anything printed, hardcopy or microfiche, it is necessary
to estimate approximately how much it is going to cost.  Do this at the same
time you make out the request.  

~You should fill out one of the Commitment File Estimates (yellow sheet) for
EACH account number involved in the charges.  This sheet is given to the
Administrative Assistant to help her figure out future costs to the budgets.
.next page 

~All checks that you receive for payment of CS reports  are recorded  in
the receipt book.   See example which  follows.  ALWAYS indicate  residency
(Ca. sales are  taxed) and  ALWAYS note  the hashcode.   When you  receive
checks from people not on the  mailing list, note the hashcode as  #99999.
When you receive checks  for reports not sent  through the system  (office
sales or donations), no hashcode is used.  The sheets of the receipt  book
are prepared in triplicate.  The original is thrown out, the yellow copies
are kept for the department, and the white copies are returned to PBR.

~Please  note  that (with the exception of office sales and donations), all
payments are  then recorded  in the  computer system.   See example  of  a
session with %BRECEIVE%1 in the %BREPORT.TXT[DOC,CSR]%1.  The computer will  ask
you for  a hashcode,  verify that  the hashcode  matches the  name of  the
individual from  whom  you have  received  a payment,  and  concludes  the
transaction by asking you for the amount received (or amount + or -, if an
accounting adjustment.) 

~Twice a month, you will prepare transmittal of departmental collections to
cashier sheets.  See example which follows.  Do the following  arithmetic:
.begin nofill; indent 10
A.##Total CA (CA checks + cash)
B.##Total others
C.##Multiply CA by .06103
D.##Subtract (C) from (A)
E.##Add (D) and (B)
F##Add (A) and (B)

~Record the following information:
.begin nofill; select B
	Name				Number			Amount
	Publications Account		1-FCZ-107-94647		  E
	Sales Tax Account		0-ZZZ-001-51721		  C
						TOTAL		  F

~%3NOTE:%1##Endorse checks that are made out to you.  Stamp them with the  "For 
deposit only"  stamp.   Enclose  two  calculator  tapes  which  show  your
addition of the checks.   Count the checks and  circle that number on  the
tapes.  Show 0* at the beginning of your tapes to show that the calculator
was cleared.  Make a copy of the transmittal sheet for the department, and
make a copy for yourself.  Prepare separate sheets for any money  not sent
in American currency.
.next page

~You will check the budget statements of the Publications Fund, identifying
postage and  freight charges,  microfiche charges,  incoming monies,  etc.
Make a copy of the monthly statement for yourself, and return the original
to the Department Administrator.  (See example.)
.next page
.begin indent 5,0,0
1.##List each report that appears on "Most Recent CS Reports"
in a column.

2.##Opposite each report, indicate which university accounts
are to be used for postage costs.  List both accounts if 
two are provided (include specified percentages.)

3.##Divide 100 by the number of reports to see what percent each
report's postage will be.  Subdivide accordingly.

4.##Add the percents for each grant listed.  

5.##Prepare a Transfer of Expense Form to state exactly how
mailing costs for all pieces are to be divided.  (See example.)
.next page
.begin indent 5,0,0
1.##Figure out the unit cost by dividing the total cost of the Interdepartmental
Request by the number of reports that were printed.

2.##Prepare a Transfer of Expense Form to state exactly how the printing charges
should be divided.  Remember, the cost of 70 reports MUST be charged to
%B1 RZB 627%1.  (See example.)
.next page

~When a microfiche charge appears on the budget statement, you will prepare
a transfer  of  expense  form  (see example  which  follows)  to  allocate
microfilm and microfiche  production costs to  appropriate accounts.   You
will calculate  the cost  of each  report  and figure  the amounts  to  be
transferred from the invoice you receive from Eastman Kodak.

~After each big mailing, prepare a status report (see example which follows),
and record all the costs on the disposition sheets (backsides of logsheets)
for the permanent record.
.next page
~You  will  coordinate  the  printing  and  sale  of  classnotes  with  the
departmental secretary.   What  classnotes  are printed  depends  on  what
classes are being  taught in any  given quarter.  Classnotes  are sold  to
students through the bookstore and  to other individuals and  institutions
by mail order from your office.   Classnotes are published for the use  of
our professors in their lectures and  not actually intended for resale  at
other universities.  Nevertheless, you will maintain an inventory of  past
classnotes.  Only those  classnotes that  are being used  in a  particular
quarter are sold at the bookstore.  All others are sold from your  office.
Many of the same procedures used in publishing technical reports are  used
for publishing  classnotes, e.g.   the  printing (determining  where,  how
many, when), the keeping  of records (recording sales  in a receipt  book,
preparing  transmittal  sheets),  etc.    However,  the  distribution   of
classnotes is not computer-based, so the procedures are different.

~You will fill  mail order  requests individually.  Each  sale is  invoiced
separately.  Postage or shipping costs are added to the unit prices.   The
CSD will not exchange or issue credit for returned publications and is not
responsible for damages  incurred in shipment.   For large shipments,  you
will act as the liaison with Traffic (Logistics) for the department.  (The
department has  established  a  blanket order  purchase  requisition  with
Traffic to handle the mailing of boxes.)

~You will  prepare  and post  lists  of classnotes  and  manuals  currently
available.  Also, you  will prepare a  yearly record of  sales.  You  will
keep files of pending invoices and follow up on delinquent accounts.   One
copy of each classnote is kept for the departmental archive.