A. Guidelines for Boxing Paper Records Paper records should be prepared for storage as follows:
1. Consolidate and securely fasten or staple loose documents if they are not contained in file folders. Avoid using rubber bands for permanent or long-term records.
2. As much as possible, remove excess copies and non-record material from files- these may be disposed as a matter of course.
3. Pack in standard record center boxes (15 in. x 12 in. x 10 in.) with lids (contact Building Operations for empty boxes). If you need, or are sending, other types of boxes (e.g. blueprint or check boxes), please contact the Records Manager.
4. Avoid over packing boxes - allow enough room to comfortably fit your hand behind the last file in the box. Also, the lid should fit securely on the box.
5. All files in a given box should have the same retention period and, if possible, should be from the same record series. For example, do not pack permanent records with those that may be destroyed.
6. Do not affix any permanent labels to the boxes at this stage. Standardized box labels will be provided to the departments as part of the transfer procedure outlined below.
B. Transfer Procedures. Once boxes have been packed, proceed as follows:
1. Prepare Records Transmittal Form [see Appendix B] for all boxes being sent. Note: the accuracy and completeness of the form data is the responsibility of the department.
2. E-mail the Records Transmittal Form to the Records Manager. After review of the Transmittal Form, standardized box labels will be delivered to the department.
3. Affix the labels to end of each box, centered below the box handle. Contact the Records Manager if replacement labels are needed.
The box pick-up will be scheduled upon delivery of the labels. Note: improperly labeled or prepared boxes will not be transferred to storage.
