When to transfer records: Records should be transferred to Archives and Records Management when they are no longer needed on a recurring basis or according to some set schedule. Methods to consider include the following:
- Annual Cut off Method: The simplest and most common method is to break off the files yearly either on a calendar, school, or fiscal year basis. The method to be used depends on which works best for each department.
- Active to Inactive Method: This method is simply based upon transferring files when they are no longer needed, become closed or inactive. Files which lend themselves to this method include project files, personnel files or similar records which are active for an indefinite period, often lasting longer than one year. Using this technique, you keep each file in an “active” file until it becomes inactive or until the occurrence of a particular event. Then place it into a “closed” or “inactive” file. Next, break the inactive file into annual blocks by the annual cut-off method described above.
How to transfer records: Once it has been decided to transfer records, there are some important procedures that should be observed. These include:
- Obtaining boxes: Standard box for records storage is a “records center box” measuring 10”H x 12”W x 15” L. Only these boxes will be accepted for storage. Departments can order boxes from Staples using part number 825695. Prices for boxes are $5.36 per carton, with each carton containing a set of 10 boxes. Departments must arrange to have the boxes picked up and delivered as Archives and Records Management does not have the capability to pick up or deliver. Departments are unable to reuse boxes.
- Packing the boxes: The dimensions of a standard records center box are such that letter size file folders will stand upright in one direction and legal size in the other. In order to facilitate retrieval it is important that the files be placed in the box in the same order as they came from your original files. We strongly recommend that a member of the office transferring records pack the box and complete the Record Control Card as they are familiar with the records being transferred.
- Do NOT tape the top of the box.
- Do NOT over or under fill boxes. Each box should weigh approx. 40 lbs.
- If you have a box where folders will not stand up then pack the back of the box with crumpled acid free paper where folders will stand up. Do not let files lie horizontally in the box.
- Preparing the Record Control Card: The Records Control Card should contain the following information:
- Box Nr: Leave blank – Archives will complete
- Location Nr: Leave blank – Archives will complete
- Date Received: Leave blank – Archives will complete
- Originating Dept.: Include name of dept., name of person responsible for the records, phone number and PO Box number.
- From: Date of oldest record.
- To: Date of latest record.
- Name of Record: Identify the records in the box. If additional space is needed to list records, please attach a typed listing on a separate page.
- Years to Retain: Length of time records should be held in Records Management. Retention schedule can be located at http://www.usg.edu/records_management/ .
- Series/subseries: Can be found at http://www.usg.edu/records_management/
- Destruction Year: This date should be the fiscal year in which the item should be destroyed. (Dates are based on the most recent item in the box not the date delivered to Archives and Records Management.)
Place the Records Control Card in the box. Each box MUST have a Records Control Card. Boxes will be returned if Records Control Card is not completed in full. The department should keep a photocopy of the Records Control Cards until Archives returns the originals with assigned box and location numbers. Original control cards will be returned to departments within 24 hours of records being transferred. Once received, these originals should replace the photocopies and be retained indefinitely.
- Deliver boxes to Archives
The originating department is responsible for delivering or having the boxes delivered to Archives. Equipment Transport Services (ETS) will pick up boxes from departments upon submission of a work request to do so. Boxes are accepted Monday, Thursday, and Friday from 9:00 AM to 11:00 AM and Wednesdays from 2:00 PM to 4:00 PM.
Upon delivery to the Records Center, a staff member will complete a Records Receipt Form indicating the Department, Date and number of boxes received. A copy of this form will be retained by the Records Center and a copy sent to the department. It is imperative that the department retain their copy as this is the only acknowledgement of receipt of documents. If boxes are delivered by ETS, the departmental copy of the Records Receipt form will be sent directly to the department by campus mail. DO NOT simply drop off boxes at the Records Center. Ensure a staff member checks them in.
Last updated: 7/8/2014