Listing the information assets for transfer identifies the items (files, volumes, etc) to be transferred and enables your agency to know what items are held in our custody, if access is later needed.
To transfer a consignment of a series, complete an Archive Access and Description Lists. Email the completed spreadsheet to the Archive Team.
For each unit we require the following information at a minimum in the template tab:
- unit number - box or volume number (if volumes not able to fit in standard boxes)
- unit storage type - box type e.g. Type 1, or volumes etc
For each item we require the following information at a minimum in the Consignment List tab:
- item details 1 - file or volume number (if files are numbered and volumes are able to fit in a standard box)
- item details 2 - file or volume title, where applicable
- item disposal authority - Records Disposal Schedule (RDS) or General Disposal Schedule (GDS) reference number used to identify the specific item as permanent
- item date range start qualifier - to indicate whether the start date is exact (=) or approximate (circa)
- item date range start - date of earliest document on file or entry in a volume
- item date range end qualifier - to indicate whether the end date is exact (=) or approximate (circa)
- item date range end - date of last document on file or last entry in volume
If a series (GRS) number has not been issued you will need to complete the New Series Questions.
If there is no existing public access determination you need to ensure this tab is completed and certified by a senior representative of your agency.
- list all items in each box in number or date order
- list items first before completing unit details
- do not add or change columns in the spreadsheet
- do not rename the spreadsheet tabs
- complete mandatory columns
- use the required qualifiers if dates are not certain
- use the required date format
- use Title Case not UPPER CASE
- ensure the list matches the contents of the boxes.
Each transfer of records from the same series is called a consignment and has its own list. A consignment may comprise the whole or only part of a series.
Consignments within each series are numbered sequentially starting from 1.
For efficient processing of transfers identify all permanent inactive information assets in a series ready for transfer across the agency and prepare a single consignment.
If information assets from the one series have different public access requirements, then you can create separate consignments for open and closed information assets.
Agencies seeking to transfer multiple, small consignments for the same series may be asked to consolidate the transfer into a single, larger consignment.
When a consignment list spreadsheet is submitted, it is quality checked by an Archivist to ensure that it is filled out correctly. If a spreadsheet does not meet requirements, you may be required to amend and re-submit it. The physical transfer of the information assets will not be approved until the consignment list is correct.
For help completing a consignment list spreadsheet please contact the Archive team.
You can submit a draft spreadsheet for feedback by listing the first couple of boxes only. Make it clear the spreadsheet is a draft for feedback.