Box Summary List
Provide a brief summary of each box you are sending to the Records Center. Each box should be listed
only once. You must complete all fields in the list for each box. Please refer to the first line of the box
summary list for an example of a correctly listed box.
| Barcode |
The barcode (including letters) from the barcode label you attach to the box. |
| Record Code |
The record code is the number next to the entry in the General Records Schedule (GRS) or your office-specific records schedule that corresponds to the type of record in the box. If the retention plan for the type of record has multiple choices (e.g. a, b, c, etc.), then add the appropriate letter to the end of the record code, e.g. 0410b. For general information on using records retention schedules, review our guidance. |
| Box Title |
Choose a title that describes the type of records in the box, e.g. "student records" or "project records." Do not use titles that are not meaningful, like "miscellaneous" or "Bob's files." Hint: use the title of the records from the GRS or your office-specific records schedule. |
| Contents Description |
Provide a more detailed, but brief, description of the records in the box. Some examples are an alphabetical or numerical range, project names, etc. |
| Date Range |
The date range covering all of the records in the box. You can use the calendar, fiscal, or academic year range, or exact dates if you have them. |
| Retention Trigger Date |
The trigger date is the date of an event, action or cut-off point that prompts the start of the retention period as expressed in the retention schedule. For example, a typical retention plan is “retain 4 years after the end of the fiscal year." In this case, "end of the fiscal year" is the trigger date when the retention clock begins ticking. To continue the example, if the records were from fiscal year 2012, the retention trigger date would be 06/30/2012 (the end of FY2012). |
| Review Date |
Review date = Retention Trigger Date + Length of time records must be kept (from the records schedule) |
Detailed Contents List
List each folder or item (if not in folders) in the box to aid in retrieving records. This list is required when sending records to storage with the retention plan (from the records schedule) of “transfer to” or “contact” Archives. The list is optional but recommended for other types of records, especially for personnel or student records, or when there are a variety of different types of files in the same box. Please refer to the first line of the detailed contents list for an example of a correctly listed folder.
| Barcode |
List the barcode (including letters) of the box in which the folder/item resides |
| Folder/Item |
Note the title of the individual folder or item |
| Date Range |
Date range covering the documents in the folder. You can use the calendar, fiscal, or academic year range, or exact dates if you have them. |
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Examples of completed lists for Records Center transfers:
Records Center Storage Deposit example
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