District Records
General Instructions:
Please follow these guidelines while preparing records to transfer for storage. Sort and organize your records by type, year, alpha, etc. using the Records Retention Schedule. Please use only letter size file boxes - Item # 5965 can be ordered through SFS at no charge or you can check with District Records, who may have boxes to redistribute. Each box should weigh less than 35 pounds for personal safety reasons; this can be accomplished by leaving about four inches of space in each box. Please place something behind the last record to hold records in place. Number each box (1 of 10, 2 of 10…) with a sticky note placed on the front of each box to match each box with content information below. Do not write on the boxes.
Complete the “Records Owner” and “Storage Information” below to identify and track the contents in each box. (Rows may be added at the bottom of the table if additional rows are needed). When you have entered all your information, double check for accuracy and send the form to:
District Records will pick up the boxes, assign each box a new number and update the Records Storage Form with a warehouse inventory number.
New box numbers will be added to the index form and it will be returned to the sender to save in their department’s folder as a reference for future check-out or retrieval of the records.
Records Owner Information:
Date / Department / School / Record Owner – Title/Name / Index File NameRecords Storage Information: Found on the Records Retention Schedule.
*** Assign 1 box and its contents in each row (Additional rows may be added at the bottom of the table if needed). ***
Box # / Record Code / Record Series / Description of contents / Retention Period / Destruction Date1 of __
2 of __
3 of __
4 of __
5 of __
6 of __
7 of __
8 of __
9 of __
…and so on
620-401 / Records Box Index Form / Version 2.1 / Page 1 of 1
Issue Date 08/10/2017