Archive Process and Forms
2012-2013 Archiving Update
The Archive Department will provide boxes for you. White, acid free, boxes are for permanent records and banker boxes are for all other records. Normal box size is 12x10x15. If you have items that will not fit into this size of box, please contact Diana Angeli at ext. 5-1105 or email at email@example.com.
1.) Remove files from your filing cabinet by series (specific category).
2.) Create a typed list of all files that are placed in each box.
3.) Place this list inside the box and keep one for your files.
4.) If your files are in letter or legal size hanging folders they must be placed in the archive boxes lengthwise. Do not place hanging folders in the box. Remove the hanging fold and wrap the documents with rubber band. Also no binders are to be placed in the boxes.
5.) You may box more than one series of records per box; keep each series together.
6.) Each box must be adequately filled.
7.) The lid should fit properly and the box should weigh approximately 35 lbs.
8.) The handles should not have anything covering them, i.e. tape or labels.
Review the Retention Schedule at http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_475.html. to determine the series number title and amount of time that the records need to be retained.
The transmittal form must have the following information:
OAR Number (166-475-XXXX (X) )
Inclusive Dates Per Retention Number
General (DETAILED) Description (The more information given, the better)
Confidential Yes or No
Once completed, the form needs to be emailed to firstname.lastname@example.org in a word format not a PDF.
Archiving will then enter the information into the database, label(s) will be sent to you along with a copy of the signed transmittal form(s) via email. Once you receive the completed transmittal form(s) from the archiving department, place a copy in your box(es). Boxes going to Snell Hall Archiving please tape the label(s) below the handle on the ends of the boxes. Boxes going to Miller Hall Archiving please tape the labels on the opposite side of the box handles. (Use clear packaging tape only. Scotch tape is not appropriate.)
Transfer of boxes
For your boxes to be delivered to the archiving areas, you need to contact Diana Angeli via email and she will contact Facilities to request transfer of box(es) to the appropriate archive locations for placement (Miller Hall or Snell Hall archive). In order to maintain order in the record vaults, please do not transfter files yourselves.
To request access to the archives to retrieve a file(s) please contact email@example.com.