Closing files Records are closed at a logical time, likely at year end. For some records, a conditional retention is required, such as until In this case, the inactive state begins when the “retain employment ceases”. condition of employment is completed. When records are closed, a formal file closure notice or label is placed in the folder, and the folder is removed from the active file area. Boxing and storing paper records Tote boxes are used for records storage. These boxes hold 1.5 cubic feet of paper records. These boxes are strong, contain no glue, have handles and may be stacked in the storage space. The following instructions for boxing records must be followed, to enable rapid retrieval of stored records, and also enable the approved disposal of records. Copies of the box storage form (also know as the and box label form are included at the end of this section. “records transfer” form, Pack file folders into the box in their original filing order, and with other records of the same retention period. When the box is filled, complete an inventory listing describing the (“records transfer list”) contents of the box. The records management staff member issues records storage/transfer forms, and also issues box numbers, so that the boxes may be identified, placed on shelving, and be retrieved if necessary. Three copies of the inventory/transfer list are made. One copy goes into the box, to
Closing files Records are closed at a logical time, likely at year end. For some records, a conditional retention is required, such as “retain until employment ceases”. In this case, the inactive state begins when the condition of employment is completed. When records are closed, a formal file closure notice or label is placed in the folder, and the folder is removed from the active file area. Boxing and storing paper records Tote boxes are used for records storage. These boxes hold 1.5 cubic feet of paper records. These boxes are strong, contain no glue, have handles and may be stacked in the storage space. The following instructions for boxing records must be followed, to enable rapid retrieval of stored records, and also enable the approved disposal of records. Copies of the box storage form (also know as the “records transfer” form, and box label form are included at the end of this section. Pack file folders into the box in their original filing order, and with other records of the same retention period. When the box is filled, complete an inventory listing (“records transfer list”) describing the contents of the box. The records management staff member issues records storage/transfer forms, and also issues box numbers, so that the boxes may be identified, placed on shelving, and be retrieved if necessary. Three copies of the inventory/transfer list are made. One copy goes into the box, to
Volume-2-18-7-17.docx