Sorting and Packaging Information Assets for Transfer

To prepare permanent information assets for transfer to State Records' custody you need to:

sort the information assets
box or package the information assets - including listing the information assets for transfer
use accepted box types from box suppliers
label the boxes

Agencies should wait until a transfer proposal is approved before undertaking this work, or they may need to store the information assets onsite or with an Approved Storage Provider (ASP) for a longer period.

Before boxing and listing the information assets you should ensure:

the information assets are permanent in a Records Disposal Schedule (RDS) or General Disposal Schedule (GDS) and you know the reference number for each item, and write this on the file cover (of physical information assets)
the information assets are inactive and unlikely to be accessed once transferred (active information assets should be sent to an Approved Storage Provider (ASP))
you know how long the information assets are to be restricted (information assets restricted for long periods or indefinitely may not be approved for transfer)
the last date of the information assets or the date the files were closed is at least 15 years ago (information assets less than 15 years old may not be approved for transfer)
the information assets are sorted into their number or date sequence
you locate any permanent information assets missing from the sequence
filing is complete (you cannot add to files once they are transferred)
files have a clear title
obvious duplicate copies are removed
contents of lever arch files or binders are placed in file covers
documents are secured to the file, and bulldog and paper clips, and rubber bands are removed.

If the information assets show signs of mould, insect, water or other damage, or include USBs, CDs or other media contact the Archive Team for advice.

Boxing and listing should be done at the same time to ensure the list of items added to the box matches what has been placed into the box.

Standard box types must be used.

Files should be added to boxes in number order, all facing the same way.

Ensure boxes are filled, with enough space to fit your hand down inside the box.

Label the boxes as you go. Write your own code in pencil on the label to identify each separate series until the transfer is approved and you receive a series (GRS) and consignment number from State Records.

For advice about preparing information assets that do not fit in standard boxes and information assets in other formats including volumes, bundles, maps, plans, index cards, photographs and negatives, microforms, contact the Archive Team.

If information assets are transferred and do not meet the physical requirements of State Records, they may be returned to your agency for correction at your cost, or your agency may be invoiced, as per State Records’ regulated fees and charges, for the time taken by an Archivist to re-process the information assets.

State Records will only accept boxes with the State Records label printed on them. We do not accept transfers of information assets in other boxes.

The following standard box types have been designed to fit on State Records’ shelving to maximise the use of space and enable safe retrieval and handling:

Suitable for files and small volumes

Type 1: depth 390 mm x width 170 mm x height 260 mm
Type 2: depth 390 mm x width 85 mm x height 260 mm

Suitable for index cards

Type 3: depth 390 mm x width 165 mm x height 120 mm (small cards)
Type 5: depth 390 mm x width 220 mm x height 145 mm (large cards)

Suitable for medium sized volumes and dot matrix computer printouts

Type 10: depth 390 mm x width 440 mm x height 120 mm

Type 1 boxes are available from:

Cavan Corrugated Products CCP (part of VISY)

2/9 Sharp Court

Mawson Lakes SA 5095

Tel: 1300 130 925

Tel (Joe): 0407 398 674

Email: saorders@corrugatedcartons.com.au

Cavan Corrugated Products offer all box types. Other suppliers on-sell the product and may not offer all sizes.

Iron Mountain

Tel: 1300 476 668

Quote product code S8020 Type 1.

Make sure to add Type 1 to the end of the product code. Iron Mountain have a similar product with a similar product code (S8020) that State Records does not accept.

The Information Management Group (TIMG)

Contact: Maurice Hewson

Tel: 1300 476 668

Email: MHewson@timg.com

Product code: Type 1

To order different size box types contact the individual supplier directly.

Boxes should be labelled in pencil until transfer has been approved and a date for the transfer has been agreed.

Once the transfer is approved, boxes must be labelled clearly and legibly in black permanent marker.

State Records will not accept boxes with crossings out, liquid paper or sticky labels on them.

If changes to the labelling are required and you have already labelled the boxes in permanent marker, turn the boxes inside out and re-label them, or use new boxes.