Obtain approval for records transfer
a. Before you being packing your records, please telephone or email
Margaret Merrick (5410).
She will discuss and approve the records transfer over the telephone.
b. When the records transfer is approved, you will be assigned a
transmittal number for your shipment. The Records Manager will provide
archives transfer forms and labels
for your boxes with the transmittal number on them.
c. Materials sent to the archives are considered permanent and will
be stored indefinitely. Generic records retention schedules are provided
here, but contact Margaret
Merrick with questions.
Box records and complete paperwork.
a. The Purchasing Department will order Hollinger (acid-free) boxes
for your shipment or provide you with supplier information so that
you can order them yourself.
b. Pack your records in strict order, reflecting the way in which
they were maintained in your office. You may want to include a brief
contents list in each box to help us retrieve material for you in
the future.
c. Complete the archives transmittal from. The form can list up
to 16 boxes. Use only one line per box, indicating the file subjects
and their inclusive dates.
d. Keep the white copy for your records. This copy is your main
tool to retrieve folders in the future. If you need to retrieve a
file, please contact PHS
with the specific transmittal number and the appropriate box number.
e. Put the pink copy in the first box of your shipment.
f. Attach the box labels to the front of the box, directly below
the handle. DO NOT PLACE THE LABEL ON THE LID OF THE BOX! It is vital
that the transmittal number appears on every label. Please type labels.
