Preparing records for transfer
—In order to accurately account for the records to be transferred, the following information will be needed:
1.) Records retention schedule number
2.) Records series title (e.g., Transportation Commission Minutes).
3.) Date span (earliest and latest year).
4.) Approximate quantity (please note any oversize volumes or other records that will not fit in one cubic foot boxes).
—Fill out and send online " Records Transfer Request Form."
—Purchase unassembled acid-free boxes at cost from the Oregon State Archives.
—Prepare the records by removing duplicates and any non-permanent records. Work with only one record series or type (e.g., commission minutes) at a time.
—If you have any related files listings or indexes that are useful in accessing the records, include them with the transfer.
—Place the records in the box.
1.) Keep the records in the same order
they had as active files (e.g., alphabetical,
2.) All file folders should face the same direction in the box and be labeled.
3.) Leave at least 1.5 inches of free space in each box.
4.) File folders from lateral filing systems may need to be refoldered. Contact Layne Sawyer for further instructions.
—Please DO NOT TAPE THE BOXES SHUT.
—Label each box with the following information:
1.) Agency or division name (e.g.,
2.) Record series title (e.g., Transportation Commission Minutes).
3.) First and last identifier in the box (i.e., the alphabetical, numerical, or other range of records within the box, for example, case file #1 to #749).
4.) Box number within that group of records (e.g., box 7 of 85).