Records Management Program at MIT
Institute Archives and Special Collections

Managing Your Records > Records Storage > Preparation

Preparation of Non-permanent Records for Storage

Packing | Labeling | Barcoding | Pickup

1. Packing the Records

Boxes: Please contact the Records Management Program at rmprogram@mit.edu (or 617.253.5690) for information about boxes required for packing non-permanent records.

• Pack only one type of record per box. For example, purchase orders should not be boxed with travel vouchers.
  
  
• Remove files from Pendaflex or hanging folders. They do not fit into the standard size records center box.
  
  
• Pack the files in the same sequential order in which they were stored in your filing cabinets. Make sure that folder titles face the front panel of the box (the panel with the pre-printed label).
  
  
• Leave about 2 inches of space in each box to facilitate file retrieval. Over-packed boxes do not fit on the shelves.
  
  
• If more than two inches of empty space remain, place crumpled paper behind last file, so all the folders stand upright. Do not let files “flop over.”
  
  
• With felt marker, number the boxes and provide minimal identification. (See sample labeled box.)
  

2. Labeling: Completing Box Transmittal Forms

For a supply of Iron Mountain Transmittal Forms call the Records Management Program.

Sample form

• Fill out one transmittal form for each box, using capital letters to minimize transcribing errors during data entry.
  
  
• Complete all mandatory fields.
  
  
• You may use additional fields that may help you to identify records in the future.

Mandatory fields (*):

• Department ID (*) = Select from list
• Reference # 1 (*) = Sub-office name
• Major Description (*) = Record series title
• Destroy Date (*) = Destruct date
• Preparer’s Full Name (*) = Your name
• Date (*) = today’s date
• Telephone Number and Extension (*) = Your telephone number

Additional fields:

• From Date = The earliest date of the records in the box
• To Date = The most recent date of the records in the box
• Alphanumeric Range - From = Beginning value for alphanumeric range of the records in the box
• Alphanumeric Range - To = Ending value for alphanumeric range of the records in the box
• Customer Box Number. For example: 1 of 10, 2 of 10, etc.
• Minor Description = Any additional information that may help you identify the records in the future. For example: AY=[academic year]; TC=[name of the contact person]
  

Email a set of pdf copies or mail photocopies of the box transmittal forms to the Records Management Program for review. Remember to keep a copy for your records.

When your set of box transmittal forms is approved by the Records Management Program, proceed to the next steps. If you have never prepared records for transfer to Iron Mountain, please contact the Records Management Program for assistance.

3. Barcoding

• Affix the peel-off barcode label from the transmittal form to the front panel of the carton (the panel with the pre-printed label). Place the barcode in the upper right corner of the pre-printed box label. (See sample barcoded box.)


• Place the pink copy of the transmittal form inside the carton.
  


• Retain the yellow copy for your records.


• Have the white copy ready to give to the Iron Mountain driver at the time of pickup. Make sure that the number of cartons matches the number of white copies of the transmittal forms.

Fill in the Records Transfer Cover Sheet. The original copy of the Records Transfer Cover Sheet, dated and signed by the authorized Records Management Liaison or head of your office or department, should be sent to the Records Management Program. Keep a copy for your records.

4. Scheduling a Pickup

Upon receipt of your transfer documents, the Records Management Program will contact you to arrange a pickup. Shipment of the boxes to the Iron Mountain storage center can be arranged within two or three business days.

Last modified 11/17/11