Preparing Records for Transfer
You must prepare Records Transfer Inventory (RTI) forms and box labels online (via interactive PDF). Use the following supplies to prepare records for transfer to storage:
- Records center boxes with lids (use this online form to request records center boxes)
- Records Transfer Inventory (RTI) forms (available in electronic format; see the Preparing a Records Inventory section, below, for more information)
- Box labels (available in electronic format; see the Labeling Boxes section, below, for more information) [TOP]
Screening Records
Review all records prior to packing. Consult your department's records schedule to determine when to send designated records series to off-site storage, or to destroy the records on site. In the absence of a records schedule, you must contact the GMMA for assistance.
Box permanent records separately from those designated for eventual destruction as specified in the records schedule.
Don't discard or pack records for storage unless they are listed on the records schedule. In the absence of a records schedule, consult with an archivist. IMPORTANT: Records without series and retention designations will be returned. [TOP]
Packing Records
Generally, pack distinct records series separately from others. When packing more than one series in a box:
- Clearly delineate where one series ends and another begins
- Only include series with the same retention
- List each series on the RTI form
Always maintain their original order when placing files into the records center boxes.
Pack material only in standard records center boxes. Legal-size folders fit across the 15-inch side of the box. Letter-size folders fit across the 12-inch side. When including both letter- and legal-size folders in the same box, pack them on the 15-inch side. Refer to this image for more information. Boxes larger than standard size will not fit on our shelving and will be returned for repacking.
Consult with an archivist before packing an oversized item that does not fit inside a records center box.
Don't place hanging files in the boxes. Hanging files should never be removed from the file drawers. Remove only the interior manila folders to pack in the records center boxes.
Don't pack three-ring binders in an upright position. If binders do not lay flat in the box, remove their contents and put the contents in labeled folders.
Don't overstuff boxes. The box lid must fit securely over the box after it is packed. Don't tape shut or seal the box in any manner. [TOP]
Preparing a Records Inventory
All records transferred to storage must be inventoried using the Records Transfer Inventory (RTI) form, which is available in electronic format:
- Click here for the interactive PDF version of the first page
- Click here for the interactive PDF version of the second page
Retain a copy of your RTI form for temporary reference. GMMA staff will return a completed copy of the original to you, on which we will include information required for records retrieval, namely: the accession number assigned to the shipment and the location of the records in storage. Important: Retain this copy permanently in a master file accessible to all department staff.
Fill out a separate RTI form for each series packed. Complete only one RTI form per series. For example, if the series consists of five boxes, do not complete five RTI forms. Rather, complete one form that will consist of two or more second pages of the form, on which you consecutively list the box number, contents, and inclusive dates.
Place the RTI form on top of the folders in the first box of each series.
Provide the following information on the RTI form for each shipment of records to storage:
- Department: The name of the department or office that created the records, e.g., Legislative, President's Office, Accounting.
- Division: If applicable, the name of the division within the department.
- Department Head: The name of the director or head of the department.
- Inventory Preparer/Phone #: The name and telephone number of the person preparing the shipment and inventory.
- Date Boxed: The date the records were packed for shipment to storage.
- Total Number of Boxes: The total number of boxes in the shipment.
- Series Title: The records series title as listed in the department's records schedule, e.g., "Alpha-Subject Files," "Coordinated Campaigns," "Right-to-Work (for less) Files." If the records are not listed on the schedule, consult with an archivist.
- Box Number: List the box numbers, always assigning number 1 to the first box of each series. For example, if you ship three boxes of the same series, assign numbers consecutively: 1, 2, 3. If you ship boxes of two or more different series, you should still assign numbers consecutively for each series. Never use designations such as 1a, 1b, or other alpha/numeric combinations.
- Contents and Dates: Beside each corresponding box number, list the contents and inclusive dates. [TOP]
Labeling Boxes
Box labels are available in electronic format. Click here for the interactive PDF version. Once completed, print them on Avery 6579 labels (5" x 8 1/8"; 2 up) and place them on the 12-inch side of the box below the handle cutout. NOTE: Do not print labels on paper and tape them to the box.
Don't use more than one label per box.
Each label requires the following information:
- Department: The name of the department or office that created the records.
- Division: If applicable, the name of the division within the department.
- Total Number of Boxes: The total number of boxes in each separate series.
- Box Number: The number of the box must match the number you assigned on the RTI form.
- Contents and Dates: Copy this information from the RTI form. [TOP]
Shipping Records
AFL-CIO offices and departments should contact Facility Management to schedule pickup of boxes from offices/departments and delivery to storage. AFL-CIO trade and industrial departments and allied/constituency groups should schedule delivery of boxes to storage via messenger. [TOP]
