(Updated July 19, 2023)
 

State Records Center (SRC) employees annually transport in excess of 60,000 cubic feet of records from approximately 110 state agencies and local government entities to the SRC. To facilitate the transfer process and improve management controls over the records in storage at the SRC, we ask for your assistance in following the procedures listed in this document. Deviating from these established procedures may result in unnecessary delays in completing your transfer to the SRC.

Records storage box requirements

1. Unless authorized by the SRC Manager, all records must be packed in the standard records center storage box (RC), 6x6x36-inch roll plan box (RP-36), or 6x6x48-inch roll plan box (RP-48). Microfilm items (MR16-2.5 MIL, MR16-5 MIL, MR35) should be packed in individual acid-free containers (Microfiche items should be in envelopes) and placed into a standard records center storage box for transport to the SRC (unless other box transport arrangements have been made with the SRC Manager).
2. Standard records center storage box specifications (commodity contract information):
   • lift-off lid, two handholds
   • Carton letter or legal size: 12-1/4"W x 15-3/4"L x 10-1/4"H
3. To order boxes, contact your agency's Records Management Officer.
4. Boxes should be free of all markings except for the agency box number as described in the section NUMBERING BOXES.
5. An exception (please contact the SRC manager) may be made for those boxes used to store records at the agency, an off-site storage facility, or local government entity prior to transfer to the SRC:
   • These boxes may be acceptable provided they are free of all printing, markings, paint, and tape on one end and one side.
   • Information written on the cleared end or side of the box must be relevant to the records stored in the box.
   • If unsure, contact records@tsl.texas.gov

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Packing records to be stored

1. When removing records from file cabinets, keep them in order. For example:
   • If filed in numerical order - begin packing the first box with the lowest number as the first file and pack all files in order ending with the highest number as the last file in the last box in a shipment.
   • If filed in alphabetical order - begin with "A" in the first box and keep the files in order throughout so the last letters of the alphabet will be in the last box.
2. If records in the file cabinets are not arranged in a logical order that can be used for retrieving files, they must be put in order before packing boxes. For the purpose of returning files to the agency from boxes in storage, State Records Center (SRC) staff must be able to quickly and easily locate a file within a box.

       NOTE: Approximately 50,000 items are circulated by the SRC each year.

3. Place legal size and letter size records upright in the box, as they would be arranged in a file drawer. Leave two (2) inches of space in the box.
   • Place letter size records in the box facing the front end, which will be numbered as described in NUMBERING BOXES.
   • Place legal size records in the box sideways, facing the left-hand side of the box.
   • Stack computer printouts and ledgers on their backs facing the lid of the box. Do not stack above handholds.
4. Pack only one record series title for one division with the same disposal date in each box.

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Numbering boxes

1. Write the box number one inch high to the left or to the right of the handhold on the side of the box WITHOUT staples. Do not use labels or stickers for the box number. It is preferred to use a waterproof marker.
2. Number boxes in consecutive order. The box number may include an alpha code (example: ACCN1 for accounting) and does not have to start with "1". Boxes numbers may be repeated for boxes already sent to the State Records Center in an earlier shipment.
    
3. Do not repeat any box number in the same shipment of new storage boxes.
    
4. Do not write the box number on the box lid.

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Stacking boxes for pick up

1. Stack boxes six high or fewer to prevent damaging the bottom boxes.
    
2. Stack boxes in numerical order. Boxes must be stacked with the first or lowest number as the top box. This is required to reduce the number of times the boxes have to be lifted and moved in order to be accessioned into storage.
    
3. Keep boxes for each pickup to the State Records Center (SRC) together in one location. If the SRC driver has to retrieve items from multiple areas, there will be multiple pickup charges.
    
4. The agency contact person may be called to schedule the pickup of containers. Be sure the contact person is available in case there are questions that must be resolved or the pickup request may be delayed.
    
5. Complete data entry for the box(es) in Gimmal and use Gimmal to request pickup to send the box(es) to the SRC.

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Verifying contents of containers for storage

1. The identifying information on the file folders for the first and last files in each container must match the receipt information. The receipt, called the State Records Transaction Receipt, is the printout of the requested pickup that the State Records Center (SRC) driver will bring for the customer's signature. The driver will also leave a receipt copy with their signature for the customer's records.
    
2. Box numbers assigned by the owning agency must agree with the information on the receipt.
    
3. The first/last files and the box numbers will be checked by SRC staff as needed to ensure that the correct group of containers is being picked up for storage. The records will be maintained for the approved period of time before disposal. Disposal for the containers will be initiated at a future date by someone from the records management team at the owning agency.
    
4. Agency staff should either maintain at the agency an itemized list of all files in each container or create each file in the Gimmal prior to the box being picked up by the SRC. New files cannot be added to a box when that box's Current Location is the SRC in Gimmal. Files can be requested for delivery from the SRC even when they do not appear in Gimmal. See the Gimmal Instruction Guide for procedures to request files for delivery. When an agency employee needs to request the delivery of a file from the SRC, they must be able to identify the container in which the file is located at the SRC. This request delivery process for the file is completed in Gimmal.

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