Services

ARCHIVE STORAGE

Records that must be retained for an extended period of time should be stored in a centralized storage area, making for easy retrieval. Transmittal and disposition forms, archive boxes and labels should be used.

ARCHIVE BOXES

Acid-free archive storage boxes may be ordered from Utah State Archives (http://www.sos.wa.gov/archives). Many vendors also provide sturdy acidfree archive boxes. You will need to order approximately two (2) boxes for each full, letter-size, file drawer or three (3) boxes for each full, legal-size file drawer.

Do not send any items/records to be stored unless:

  1. You have filled out the required Transmittal form;
  2. The records are in archive boxes; and
  3. You have put an Archive Box Label on the front of the box.

Determining What Records to Send to the Records Storage Site

Generally records are kept in the department or school where they were generated, until they are rarely referred to. The active period for most records is one or two years. If you have records that have a retention period longer than two years, keep them for two years in your office, then send them to the records storage site for the balance of their retention period.

For example: purchase orders have a retention period of six years. The originating office will store their records for two years and then send them to the records storage site for the remaining four years.

Preparation of Records

Records should be separated from other materials (non-records) such as memorabilia, text books, exhibit materials, etc.

Packing of Archive Boxes

When packing records in archive storage boxes, please remember:

  1. Boxes must be the standard archives box.
  2. All records that are packed in boxes should be listed on a Records Transmittal and Disposition Form.
  3. Pack records in an upright position, except computer printouts, which can be stored flat.
  4. Pack records in the same order as they were filed in your office. Remove binders, hanging files or other similar devices which make packing into
    cartons difficult.
  5. Do not pack files too tightly in the carton, as this hinders easy retrieval. Leave approximately one inch of space in each carton.

Archive Box Label

Label each archive box with an Archive Box Label. Use good quality permanent label paper so your label does not fall off of the box. Starliner is one of many vendors that carry archival quality adhesive paper. It comes in sheets of 8 ½ x 11 paper. You can print multiple labels on each sheet and cut them.

The information on the label will either be filled in by the sender or by the records storage site staff, depending on your practices.
The Archive Box Label is placed on the front of the box in the area marked "PLACE LABEL HERE".

  • Archive ID: Usually assigned and completed by the records storage site staff.
  • Box Label or Bar Code: Assigned and completed by the records storage site staff.
  • School/Department Name and/or Number
  • Box Number: Usually assigned and completed by the records storage site staff.
  • Record Title and Brief Description: Including Disposition Authority Number (DAN)
  • Inclusive Dates
  • Retention Period
  • Destruction Year

HAVING BOXES PICKED UP

When the boxes are ready to be sent to the records storage site, follow your district's designated process.