Program Manual

Packing Records For Storage

How records are packed in a box contributes to their susceptibility to fire, air or water damage. In the interest of document preservation, we ask cooperation in packing records. Legal-size files can only be packed lengthwise. When packing letter-size files, pack one end of the box with files perpendicular to the handhold. Then fill the remaining portion of the box with files placed parallel as shown.

Pack records firmly. In case of fire, densely packed cartons will burn at a slower rate and therefore have a better chance of survival. Leave only enough room for access for re-filing.

When records are stored, all records contained in the same box must have the same retention period and be from the same calendar year. When records are to be microfilmed, all records contained in the same box must have the same retention period. All records need to be in alpha or numeric order.

Boxes should be numbered consecutively in the upper left-hand corner. Always start each shipment with box number one.