State Records Center Transfers
Following the simple steps listed below will make everyone's job easier and save us many thousands of dollars every year in box storage and handling costs. You'll also find your own job is a lot easier when you can retrieve your own records efficiently and quickly.
Transferring Records to the SRC
- The records must be on the approved agency-specific or the General Records Retention and Disposition Schedules.
- The records must be scheduled for a retention period of eighteen (18) months or longer at the SRC to be transferred.
- The agency Records Coordinator must review the SRC Records Transfer List and verify that the records have fulfilled their retention period in the agency.
- The SRC Records Transfer List (s), must be received by the SRC at least five (5) business days prior to the shipment date. Agency Records Coordinators should email the SRC Records Transfer List to Records Management
- In October, the SRC Manager will notify agencies that all record transfers will be on a first come first serve basis and must be scheduled through the SRC Accession Clerk. Those agencies which transfer sporadically or less than once per year, should contact their agencies Record Coordinator for assistance and coordination with the SRC Accession Clerk.
- Only standard size boxes may be used in the Records Center. The boxes
- Records should be properly boxed, labeled, and packed in standard records center boxes, available from DGS Statewide Contract #4400027817 Line Item: 23; Material #131454. Do not use “banker boxes” or flimsy white boxes. All non-standard boxes will be rejected.
- The map, blueprint and plan boxes measuring 12” (H) X 10” (W) X 30” (D) are available through the vendor U-Line and can be ordered at www.uline.com model # S-4617.
- the standard storage boxes, for CD-ROM, microfiche and roll film, measuring 15” (L) x 12” (W) x 5” (D) can be ordered at www.uline.com model # S-21020.
- Pack only one record series in each box.
- All large metal fasteners including 3-ring binders and binder clips must be removed; standard paper clips and staples are permissible. Remove CDs/DVDs or other electronic media if possible or make note on the SRC Records Transfer List that there are CDs/DVDs in the box.
- Leave a minimum of two inches of space in each box. This helps prevent damage and allows for easier retrieval of records during referencing.
- Boxes should not exceed 50 pounds in weight.
- All boxes must have the correct information written on them and match the SRC Records Transfer List exactly.
- If duplicate agency box numbers are present in any one records series in any one shipment, the boxes must be clearly marked; i.e., use an agency box number suffix (example: 21-A); the date of records; institution name or field office name to differentiate the boxes.
Completing the SRC Records Transfer List
Make certain that:
- The information provided on the forms is in the correct format. The sample SRC Records Transfer List form contains examples of the format for each column. The format is important because when received at the SRC it is read by a data import program that populates the records management software.
- To copy and paste information into the form from other sources, use the “Paste Special” feature of Excel and paste the “Values” only, so that the format in the form (spreadsheet) is maintained.
- Only one line per box is permitted with no blank lines separating boxes, records series, etc. The import program reads each line as a unique box.
Listing Contents of Boxes
- Adherence to the Records Retention and Disposition Schedule, correct classification and date of records is critical. This information is a direct input to the records management software which determines how the records are classified, stored, accessed and, most importantly, when the records will be scheduled for disposition.
- Descriptions like “Joe Smith’s records” or “miscellaneous records” are not helpful for finding agency records.
- Records that do not appear on an approved Records Retention and Disposition Schedule cannot be purged or destroyed without Executive Board approval.
- Approval must be obtained before destroying inactive or unscheduled records.
- For disposal of records for discontinued programs, use the Enterprise Records Action System (ERAS) to delete the records item number from your agency records retention and disposition schedule. Do not destroy records listed on the schedule before the time period listed there has expired. Many records are subject to legal requirements as well as operational ones. Some records directly affect our ability to run the business.
- If you become aware of a reason to temporarily suspend the destruction of old records – the possibility of a lawsuit, an investigation by a government agency, or some other incident that might involve records that are scheduled to be destroyed – you should immediately notify the Records Center Manager at the SRC.
When sending forty (40) or more boxes, for ease of offloading and utilization of a forklift, it is preferred that the boxes be placed on skids. Pack boxes on an 8-box block, 5 layers high. Content descriptions written on each box should always show on the outside. Heavier boxes should be on or near the bottom to prevent crushing and damage. Skids must be shrink wrapped at least 4 wraps to prevent shifting in transit.