Transferring Records to Federal Storage

Records Management (RM)  will provide assistance in help transferring your records to storage. Before actually placing any files in boxes or removing items from filing cabinets, please check the AHO website: http://www.slac.stanford.edu/history/transfer.shtml  for specific guidance on archival records. There are different procedures that should be followed for storing archival materials to ensure the integrity of the records.  Please contact AHO (x3091) or RM (x2211) if you have any questions. 

To transfer non-archival records to the Federal Records Center (FRC): 

• Records series should be placed in approved storage boxes, which can be ordered from Corporate Express, (Mfg # NSH001178249, Stock # 8115001178249).  Records should be organized according to a logical, reference-ready system; alphabetical, numerical, etc, format.
   
• Treat the box as a file cabinet; the stapled end is the back of the cabinet.  Do not pack records too tightly; allow enough space (1 inch) for someone to easily find and remove or replace a file, should it need to be recalled by your department.   The last box of a series, if not filled, may be padded so files are upright.
   
• Boxes must be packed according to standards set by the FRC.  Please review and adhere to these standards before packing your boxes. Records Management will review your packaging before sending records to storage.
   
• Please do not write on boxes until instructed by Records Management.  If you want to keep track of what is in each box as it is packed, tape a note with the content information to the box in such a way it can be easily removed.  Keep the boxes in your area until you are instructed differently by Records Management.  RM will give you “SLAC box numbers” to identify the boxes you are packing.
   
• Fill out Standard Form 135.  Please contact Records Management (x2211) when you are ready to complete the form. You only need to complete the following sections at this time:
   

• Volume (number of boxes you are sending in the series)

• Agency box numbers (again, number of boxes)

• Series description (discuss with RM for more detail)

• Disposal authority (will be confirmed with RM before completing)
   

• Send form 135 electronically to RM (greeng@slac.stanford.edu) with a detailed list of what is in each box.  We will add some further information and forward the form to the FRC.
   
• FRC will return the form to SLAC (usually within 7 days) with accession and storage numbers.  RM will give you back the approved form 135 with the additional information, along with an FRC instruction sheet on how to correctly mark the boxes.  A copy of the SF 135 and a list of the contents should be included in the first box of each series sent to storage.  Keep a copy of the box contents (with the Form 135) for your records.  RM can assist you in marking the boxes if needed.
   
• Do not seal or tape the boxes; the flaps should only be interwoven to close.
   
• When the boxes are ready to send to the FRC, RM will review the packing and marking.  Once approved, RM will contact SEM/Labor Pool to have the boxes picked up and taken to San Bruno.  It usually takes a couple of days before the boxes are picked up from your areas.
   
• After the boxes are stored at the FRC, Records Management will send you a signed copy of Form 135 that you should retain for reference when recalling records from storage.

Last Revised: Thursday, March 18, 2004 08:58 AM