SERVICES
Records Management Services







 

Home > Services > Records Management Services > Best Practices > Packing Instructions

Packing Instructions

Packing Tips

Packing your boxes properly will help preserve the records as well as make them easier to find.

Select standard sized record storage boxes. The most commonly used size is the 1.2 cubic foot box measuring 10" x 12" x 15". Longer letter or legal sized boxes are also available in 2.4 or 3.6 cubic feet sizes. Use of non standard sized boxes such as copy paper boxes may result in damage to the records and extra charges for offsite storage.

Letter-size folders should be packed facing the 12" side of the box and legal-size folders packed facing the 15" side. If you have a mixture of the two folder sizes, pack them facing the 15" side. While facing them in that direction will take more space than necessary for the letter-size folders, it is better to prevent damage to the legal-size folders and records.

Leave a couple inches of space between the last file folder and the box so that you don't overpack the boxes. Remove any hanging file folders since they don't fit well in the boxes and will eventually damage the box.

Pack the records in the same order they were filed in your office.

For transfers to the Records Center, each box should contain only one type of record. In other words, don't put things like correspondence, routine financial records, and student records in the same box. Each type of record, or series, has its own retention plan, and mixing different series may require you to keep certain records longer than is required.

The four necessary elements on a box label are:

A computer-generated folder listing of the records should accompany the boxes and the records transmittal form.

 

 

hopkinspic