• Box your inactive records, maintaining their order and placing different series of records into different boxes.  (For example, don't mix the director's subject correspondence files with your office's printed materials files.)  Use records boxes (recycled photocopy paper boxes are fine -- the size that we obtain our reams of letter-size photocopy paper in).  The Center has used records boxes that we are willing to let you use while our supply lasts.  Otherwise, you can order these boxes from Central Stores (commodity code 6151701; the price is $2.90/box, and there is no quantity discount) or may find at much less cost at a local office supply store (we have seen them listed for under $2).  The box dimensions are 10"H x 12"W x 15"D.  They hold letter size folders if turned one way, legal size if turned the other.  The Center will not accept materials sent in larger boxes (such as the boxes that are 24" deep and boxes that are taller than 11 inches); our shelving cannot hold those boxes.  Also, due to space constraints, the Center does not accept duplicates of printed materials, or blank office stationery.
• Do an online TMA work request to PPS at (http://tmaweb.fortlewis.edu/home.html) to pick up the boxes and deliver them to SW 006.
• Send the archivist a folder list of the contents of each box ~ as a Microsoft Word attachment to an email.  This is not necessary for sequential series such as cancelled checks or accounts payable records, but is needed for personnel files and other types of records that we will need to be accessing at the folder level.  Generally, we only need the folder-level inventory for records that will be housed permanently in the College Archives; a box summary is all that is needed for most boxes you are sending for temporary storage.  See the Microsoft Access screen views below for an example of the way that text of a box summary should be typed.
• Produce a box label (using the format below) and attach it (or write it) to one narrow end of each box.  For example, your box contents title could contain this information: Classified staff personnel files, Mc - Pat, 1991-1994.
• Let us know it's coming.  Phone the Archives at 7126 to notify them on the day that PPS has picked up the boxes, so they can let the PPS grounds crew into the storage room and can be on a lookout for the boxes that are being delivered.

A. RECORDS INVENTORY WORKSHEET FORM. (SW-10)

B. RECORDS TRANSMITTAL BOX LABEL. (form SW-61, immediately below:)

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DESTROY DATE:_________________     ACCN.#:________________

         (Archivist will enter the above data)             (Archivist will enter the above data)

OFFICE:_____________________________________________________

CONTENTS:__________________________________________________

                       __________________________________________________

                       __________________________________________________

Is a listing of box contents being sent to the Archivist digitally? _________

 START/END DATES: _______________ / _________________________

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Instructions:  Please label the narrow end of each box with the details in the following box label format.  Do not mark the record storage boxes in any other way.  Please also send (as an email attachment in MS Word) a digital file that lists the box contents (usually, this will be the folder title, which is generally a name or subject followed by the earliest and latest dates of material in the folder).

Records Transmittal Box Label.  (copy from above)

Fort Lewis College Records Management Office Survey. (form SW-19)

Tools for Archivists (including records managers)

Center of Southwest Studies

Page last modified: February 28, 2008