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When preparing you cartons for storage, there are a few things to keep in mind.
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1. |
A Full Box
A full box will help prevent a box from crushing. However, the box should not be packed tightly. The records should be easily pulled and replaced. |
| 2. |
Coordinating Your Documents
Coordinating your documents can save you time and money. It is best when packing boxes to pack all similar documents together (i.e. invoice files, personnel files, billing records). It is also best to pack your boxes according to the retention period (i.e. 3 years, 5 years, 10 years). This will prevent keeping documents longer than necessary, resulting in saving your company money. |
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Indexing
Indexing is very important when boxing up your inactive records. If your carton is not indexed properly, then retrieval of the carton can be very difficult. Include as much descriptive information as possible about the contents of the carton. |
Be sure to label each carton with a carton number. This number should be placed on the body of the carton, not the lid.
The Records Transmittal List identifies the records that are begin transferred from your facility to Tri State Record Storage. Please be sure that every field on the Records Transmittal List is completed. If a particular field does not apply please put a line through the field.
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