The creation of box labels is determined by the relevant information for storage. If the entity uses a third-party storage facility they will provide specific information to use in their system. Let’s go over what information could be used to create box labels for storage.
Disclaimer:
This article provides suggestions and ideas on the potential details that could be used to create box labels for storage. We do not mandate the exact information your entity uses for box labels.
Box Label:
Box labels should, at minimum, identify the type of information stored in the box. The potential box label may include: number system, records title, date range, box number, location, and retention period. The records information used depends on the entity’s storage practices, and the information that best supports the records. These elements include:
- Record Series: For local governments, you can use the Record Number assigned by the Texas State Library and Archives Commission. If the local government assigns its own Record Numbers, you can use those instead. For state agencies this would be the Record Series Item Number (RSIN) and the Agency Item Number (AIN) listed in their retention schedule.
- Records Title: The basic scope of what is stored in the box.
- Date Range: The start and end date of the records.
- Box Number: A unique sequential system to track the number of boxes that are storing a record series. Or how they are arranged for shelving.
- Location: A code or location for where the boxes are stored. This can be based on the department where the records originated.
- Retention Period: The minimum length of time or retention code assigned to the records based on the retention schedule(s).
Additional Pointers:
Labels are unique to the entity in how they decide to organize the boxes for storage.
The information printed on labels could vary, some or additional points depending on how the entity decides to store their records.
Some may use a barcode system to help track where the boxes are located.
Others may consider how much information they want to add, for example alphabetized names. With such details, security considerations need to be taken to prevent unauthorized access to the boxes, especially if they contain confidential information.
Also, when attaching the label to the box, make sure it is secured with tape or some kind of seal. It is recommended to not rely on the label’s adhesive.
Third-Party Storage:
If your entity is using a third-party to store records, the service will use their own label system based on the information they required for storage.
When contracting with a third-party service provide the retention rules and laws, security access, and the timeline for retrievals. For quality controls reach out for references.
Final Thoughts:
The guidance here provides recommendations on what information could be considered before printing and attaching labels to the records box. The information is adaptable to your entity’s practices. Remember, a box label is only as effective as the information you provide.
