How to Transfer Records to Storage
Step 1: Determining What Records Should Be Transferred and
How Long They Should be Kept.
What should be transferred to the records center?
The Records Center stores inactive records securely and disposes of these records at the end of their required retention period. Inactive records are required to be transferred annually.
What is an inactive record?
In general, these are records that are infrequently accessed.
How long should these records be maintained?
First, determine if the inactive record is of archival value. Archival Value, in short, has long-term information, research, historic, or administrative value. Other inactive records are maintained to meet legal and regulatory requirements. Georgia Perimeter College uses the Board of Regents Retention Guidelines to determine the period required to maintain inactive records. You will use this guide to determine what series applies to your records. You may consult Records Management for help in determining the length of time a record should be maintained.
Step 2: Organizing Your Records
First, organize your records in order of the filing system that you have in your office or department. Also, records must be separated into groups of same records series and function. You would not want to pack personnel files in the same box as departmental meeting files. These records would have different retention periods and have different functions.
Next, make an index of the records contained within each box. Complete a list detailing the contents of the box. You will make two (2) copies. One will be kept by the department and the other will be placed inside the box.
Finally, Complete the Records Control Card. You will identify the department from which the record originates, and contact information of the person sending the records to storage (name, phone number, and email address). Next, you will identify the records series, the date range of the records contained within the box, a description of the records (including number or alphabet ranges), the retention period, and the date of disposition. Lastly, detail on the form the physical attributes of the documents. Here is an example of a Records Control Card filled out correctly. There should be one Records Control Card for each box. If you have multiple boxes in a series, you may make photo copies of the same card.
Step 3: Packing and Labeling Box
Only authorized records storage boxes will be utilized for records center storage due to size of shelving. Authorized records storage boxes have the dimensions of 10” H, 12” W, and 15” D and has a detachable lid. These boxes are to be purchased by the department through an approved office supply company. These boxes can be used for both legal and letter sized documents. Boxes not meeting these standards will be returned to the department.
Hanging folder and ring binders are not to be used to store documents. These documents should be placed in standard file folders and labeled. Boxes can be filled with crumpled paper to ensure files stand up. The lids must be able to be completely closed.
The box should be labeled on the short end with:
- Date Range of Records,
- Disposition Date, and
- Box Number.
Step 4: Contact Records Management to Arrange Pickup of Records
You may request pickup of records by calling or emailing the Records Management office.
If emailing or leaving a voicemail, you will need to include:
- Department Name,
- Location (Campus-Building-Room Number),
- Number of Boxes, and- Special instructions that may be necessary for pickup.