When preparing to transfer materials to the Record Center, you must prepare a box list and you may need to prepare a folder list.
Box List
The box list has 5 parts:
- Barcode
- Barcodes will be applied when the boxes are ready to be transferred. While packing the boxes put temporary numbers on them in pencil.
- Records Schedule #
- This number comes from either the General Records Schedule or a Special Records Schedule. The GRS number is the number to the left of the series title. For example, the schedule number for Accounts Payable Records is 0410. For a series from a Special Records Schedule, use the schedule number combined with the series number. The schedule number is found in the top right corner of each schedule page and is made up of the year the schedule was created and a number (e.g. 98-05 or 2000-04). The series number is the four-digit number given to each series on the schedule. The schedule number and the series number should be combined to form the Records Schedule #. For example, if the series number is 0020 and the schedule number is 2000-04, the Special Records Schedule entry for the series would be 2000-04-0020.
- Box Title
- The box title should very briefly describe the records in the box. You can use whatever name you normally use for them or you can use the records series title.
- Contents Description
- The contents description should give some details about the records in the box. Some examples of the description are an alphabetic range, a numerical range, or a more specific description of the types of records.
- Dates
- The four dates associated with your records are begin date, end date, close date, and review date. The begin date comes from the earliest record in the box. Likewise, the end date comes from the latest date. If your records come from a single fiscal or academic year, the begin date would be July 1 and the end date would be June 30 of the following year. The close date is only applicable for records like contracts and grants where the end date of particular records are less important than the closing date of the contract or grant. The review date is the date the Records Management Office will use to let you know that your records are eligible to be destroyed or transferred to the Archives. Review dates are generally calculated by adding the series retention period to the close date. Offices always have the option of keeping records longer than the recommended retention period. However, the Records Management Office does not recommend retaining records beyond their scheduled retention period unless there is a compelling reason to do so.
Folder List
The folder list is a list of the titles of each folder in the box. A folder list makes it much easier to find individual folders in the future. If a folder list does not seem appropriate for your records, contact the RMO. A folder list may not be necessary.
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Examples of completed lists for Records Center transfers:
Box list example
Folder list example
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