Packing Instructions for Transfer of Archival Records

Pack your archival records for transfer to the State Archives in record storage boxes (16 x 12.5 x 10.5-inches) with lift-off lids. (These are available from WorkQuest. The boxes are called "Fiberboard Case Storage Box. Archive Box." You can do a Product Search for SKU 61537130850.)

In estimating the number of boxes you need, allow for two boxes per letter-size file drawer and two-and-a-half boxes per legal-size file drawer. Assemble the boxes correctly (Box Assembly Instructions) to ensure their structural integrity and to protect the contents. Be sure that all flaps are tucked inside, including the hand-hold flaps, which should be tucked between the two side walls of the box.

Note: The use of any size or type of container other than the standard record storage box must receive prior approval from the State Archives.

Do:

• Keep the records in their original order, whether alphabetical, numerical, chronological, or some other arrangement scheme, when removing the records to be transferred from their filing equipment.
  • For files in numerical order, place lowest number to the front of each box.
  • For files in alphabetical order, begin with "A" in the first box.
  • For files in chronological order, place them in the box by consecutive dates.
• Leave the records in their folders. 
• Label the folders accurately. 
• Place the folders upright in the record storage box. 
• Place legal-size folders facing the long side of the box. 
• Remove records from hanging file folders, binders, notebooks, and envelopes and place them in labeled folders.
• Remove binder clips and rubber bands from records.
• Stack computer printouts and ledgers on the bottom of the box facing the lid.
• Discard duplicates, blank forms, and unused paper office supplies. 
• Write the sequential box number (matching to the inventory) on a short-end of the box, on the non-staple side, in an area that can be seen when the box lid is in place.

Do not:

• Do not stack printouts and ledgers above hand-holds.
• Do not overstuff the boxes. Leave enough free space to allow easy retrieval.
• Do not underfill the boxes. Ensure that folders and records are able to stand upright without bending or curling. If needed, shift records to fill fewer boxes. Add a spacer to support records that do not completely fill the last sequential box, or lay the folders flat in that box. Contact the State Archives for further guidance. 
• Do not tape boxes shut.
• Do not place a printout of the inventory inside each box.
• Do not add labeling to the box to prepare it for transfer, other than adding the sequential box number.