Using
the State Records Center
Publication #83
2009
Table of Contents
Transferring Records to the SRC
For More Information and Assistance
Appendix A: Records Center Transfer List (REC-1) and Continuation Sheet (REC 1A)
Appendix C: Records Center Reference Request (REC-2)
Appendix D: Instructions for Completing a Records Center Reference Request (REC-2)
Appendix F: Records Withdrawal Authorization (REC-10)
Appendix G: Instructions for completing a Records Withdrawal Authorization (REC-10)
Appendix H: Records Disposition Notification
Appendix I: Information on the State Records Center Wastepaper Contract
The New York State Records Center (SRC), operated by the New York State Archives, provides efficient, low-cost, inactive records storage and retrieval for New York State agencies. Located in Building 21 at the Governor W. Averell Harriman State Office Building Campus in Albany , the SRC has been serving state agencies since 1967.
SRC services available to state agencies include
The records you store at the SRC remain in the legal custody of your agency. Access to records is limited to your Records Management Officer (RMO) and to staff authorized by the RMO to have access rights. According to the Regulations of the Commissioner of Education, every state agency must have an RMO, who is charged with planning, promoting, and monitoring your agency's records management program in consultation with agency program managers and staff of the State Archives.
The State Archives encourages state agency RMOs and other interested staff to schedule a tour of the SRC to see the facility firsthand and to discuss how your agency can take advantage of its services. For more information, contact:
State
Records Center
Building
21, State Office Campus
Albany, NY 12226
(518)
457-3171 or (518) 457-1040
Fax:
(518) 457-2009
records@mail.nysed.gov
Please follow the policies and procedures outlined in this guide. Your RMO is responsible for ensuring your staff members know these policies and procedures and any subsequent revisions.
With the exception of state holidays, the SRC is open Monday through Friday from 8:00am to 4:00pm.
Access Restrictions
Access to your agency's records is limited to your RMO and other staff members authorized by the RMO to have access. To ensure the security of your records, your RMO should
Following the Regulations of the Commissioner of Education, we will immediately notify your RMO in the event the SRC is served with a subpoena, a request for certification of authenticity, a written request for access to records, or any legal process that relates to your records. Your agency will then be responsible for responding to that order.
Emergency Access to Records
If an emergency occurs outside the SRC's normal hours of operation, you may arrange access to records through the Division of State Police (DSP) Security Services dispatcher at (518) 474-5330. DSP maintains a roster of emergency contacts in the State Archives.
Fees for storing state agency records are specified in the Regulations of the Commissioner of Education, effective February 5, 2009:
Fees for records center facility storage will be calculated based on the average monthly holdings of the records center facilities at $2.90 per item. An item is defined as a cubic foot for storage of paper records; a cartridge, tape or disk for storage of computer or other magnetic and optical media; a reel or equivalent microform for storage of microfilm; or other item handled.
There are no fees for the retrieval, delivery, and refiling of paper records, computer tapes, and microfilm. The rate above is subject to change.Your bill will also include the annual indirect fee for State Archives records management advisory services, which was established in the Regulations of the Commissioner of Education. This fee is based on the total volume of records in your agency’s custody. Please note that the SRC cannot bill program units individually.
To set up an account for our services, your RMO must provide the State Archives with your agency's name and address, and the name, title, unit, e-mail address, and phone number of the person responsible for processing payment of the agency's records management fees.
Transferring Records to the SRC
According to the commissioner's regulations, no agency shall destroy, transfer custody of, destroy the means to access, or otherwise dispose of any records without first having secured a records disposition authorization (RDA) from the State Archives.
Paper Records
You can transfer paper records to the SRC only if
If records are contaminated (with mold, asbestos, or vermin, for example) or harmful in any way, it is your responsibility to resolve the problem before transferring records to the SRC. If you need advice on remediation or abatement services, contact the State Archives’ Government Records Services unit at (518) 474-6926.
Many state agencies anticipate a change or reduction in their inactive storage space because they are relocating or reconfiguring their offices. If you are in this situation, we strongly suggest that you plan for the transfer of records to the SRC at the same time you begin planning for a change or reduction in storage.
Before transferring records to the SRC, inform SRC staff about the impending need to store records there, so they can review your transfer lists and arrange for transfer when space is available.
Inform us in writing about any revisions to RDAs that affect records stored in the SRC. Provide a transfer list number, the affected box numbers, the RDA number, and new disposition dates.
In addition, when transferring records to the SRC, you must
State agencies located outside the Capital District must also arrange delivery of their records to the SRC.
Special Media
The SRC offers climate-controlled vault storage for special media (magnetic tapes and optical media), regardless of whether the records they contain are inactive. Many state agencies choose to store backups of their critical systems at the SRC as a security and disaster management measure. For specific instructions on preparing special media for transfer, see "Transferring Other Media."
Preparing Paper Records for Transfer
Please follow these instructions for paper records you intend to transfer to the SRC. The SRC reserves the right to return containers that have not been packed properly:
Records Containers
Standard Records Containers
The SRC must limit the amount of space devoted to non-standard containers. Generally, we will accept only standard, cubic-foot containers (measuring 15"x12"x10") that have shoebox lids and handhold openings. These containers can accommodate either legal- or letter-sized records.
Non-Standard Containers
The SRC will accept non-standard containers only when
If you need to use non-standard containers, provide an empty, sample container to the SRC for approval before transferring the records.
Used Containers
Used containers in good condition are allowed if you remove or obscure the old SRC barcode label, shelf location, and agency information. Used containers are available from the SRC at no cost.
Purchasing Containers
You may buy standard containers from the New York State Industries for the Disabled (NYSID), 155 Washington Avenue, Suite 400 , Albany , New York 12210 ; (518) 463-9706; fax: (518) 455-0315.
Please contact the SRC for more information if you are unable to find appropriate non-standard containers for certain records.
Labeling Containers for Transfer
Scannable barcode labels are an integral part of the SRC's database management system, permitting faster and more efficient storage and retrieval of boxes. Your RMO is responsible for requesting barcode labels from the SRC and distributing them to appropriate agency staff. You can use the barcode number (the six-digit number in the center of the sample barcode label illustrated below) to track your records in the SRC.
Place one barcode label below a handhold opening on each box. You must add your agency information to the barcode information, using one of the following methods:
or
In either case,
Agency Control Numbers
Although it is not necessary to use box numbers other than those on the barcode labels, a second, simple numbering system will provide us with an alternate means of searching the SRC database. Number all of your boxes sequentially, starting with 1 and ending with whatever number corresponds with the final box in your shipment.
Transfer Lists
To request a transfer of records to the SRC, complete form REC-1, "Records Center Transfer List," and, if necessary, REC-1A , "Continuation Sheet." These forms are available in Appendix A, and instructions for completing them are in Appendix B. The forms and instructions are also available on the State Archives' website
Your RMO must review the completed transfer lists for accuracy, clarity, and completeness before submitting them to the SRC. When preparing transfer lists, be sure to
Preparing Containers for Transport
Ensure your staff members fully understand and follow the procedures below for preparing containers of records for transfer:
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We reserve the right to refuse improperly loaded pallets. Overloading may result in damage to boxes on the bottom level and injury to SRC employees. Pallets with more than forty containers will not fit onto the SRC's truck.
Moving Containers to the SRC
After we receive and review your transfer list, we will contact your RMO to resolve any questions and arrange a transfer date once space is available. We will accept or transport only those records that we have approved for storage on a given transfer date.
The SRC will provide transportation services for Capital District agencies that cannot deliver their records. You are responsible for moving your containers to your loading dock and providing loading assistance. Inform OGS Security about the scheduled pickup so that SRC staff will be allowed to enter the building and move records from the loading dock to the SRC truck.
If you are arranging delivery of your own records, use a truck measuring no more than 12' 6" in height, since vehicles over that height will not fit through the SRC's loading dock doors. If necessary, check with OGS and commercial carriers to be sure their trucks have the appropriate dimensions.
The SRC will accept deliveries of records from Monday through Friday between 8:00am and 12pm, and from 12:30pm to 3:30pm.
Preparing Microfilm for Transfer
The SRC stores microfilm copies of permanent and long-term records in microfilm cabinets in one of its fire-resistant vaults. We store microfilm copies of records with short-term retention periods in standard records storage containers in the SRC's main warehouse.
The following instructions for handling microfilm pertain only to rolls of camera-original, silver master microfilm copies of permanent or long-term records. Be sure to box microfilm copies of records with short-term retention periods in standard records storage containers, and label them as you would other records, as described above under "Labeling Containers."
Evaluate microfilm for deterioration before you transfer it to the SRC. Deterioration of acetate-based microfilm, indicated by a vinegar smell, can spread to other microfilm stored at the SRC, so we will not accept such microfilm. For additional information about vinegar syndrome, please contact the State Archives at (518) 474-6926.
Labeling Microfilm
Label each individually boxed roll of microfilm with your SRC-assigned code and a transfer list number, roll number, and brief description of the contents of the microfilm (for example, "Director's Correspondence, 1990-1995").
Preparing Transfer Lists for Microfilm
You may use a single identifying entry for each batch of
Or, you may list each roll of microfilm as a separate entry on the transfer list. Either way, add the following information to transfer lists:
Moving Microfilm to the SRC
When preparing your microfilm for shipment, number the rolls and pack them in sturdy shipping containers in numerical sequence, with the highest numbers toward the bottom of the box and the lowest numbers at the top.
Preparing Computer Tapes for Transfer
Length of Storage Permitted
The SRC will not store computer tapes for longer than five years, since magnetic tape is not a permanent storage medium. Periodically review your tape holdings at the SRC to
Labeling Computer Tapes
Label each tape with your identifying information and a tape number.
Preparing Transfer Lists for Computer Tapes
If you might request withdrawal of computer tapes individually, list each computer tape separately. However, if you store and might withdraw computer tapes as a unit, you can list them as a unit.
Include the date the tapes are scheduled for withdrawal, the number of containers used to ship them, and the total number of tapes on all transfer lists.
Moving Computer Tapes to the SRC
When possible, the SRC will provide pickup and delivery services for computer tapes once a week. If you are using your own courier, and you would prefer that your courier pick up or deliver tapes more than once a week, please inform SRC staff.
Withdrawing Computer Tapes
To withdraw computer tapes, use form REC-10, " Records Withdrawal Authorization ," provided in Appendix F. Instructions for completing the form are in Appendix G.
If you are transferring tapes that you plan to withdraw on a short-term basis, send a completed Records Withdrawal Authorization with the original transfer list when you first transfer tapes to the SRC. Otherwise, send the form to the SRC at least one week before the requested date of withdrawal.
The SRC will accommodate emergency withdrawals as necessary.
Storing Other Special Media
You must make special arrangements with the SRC to store special media formats such as microfiche, audiotapes, videotapes, compact discs (CDs), and digital virtual discs (DVDs).
Destruction of Special Media
The SRC will dispose of non-permanent microfilm when requested and authorized (see below under "Disposition of Records"). We do not, however, arrange for the destruction of magnetic tapes and optical discs (CDs, DVDs, and others). You must withdraw magnetic tapes and optical discs yourself, and arrange for their destruction elsewhere.
Transfer List Report
Once we have processed boxes on a transfer list, we will send your RMO or tape librarian a transfer list report. Your RMO or tape librarian must ensure that only agency personnel authorized to have access to the records will have access to this report. Compare information on the transfer list with that on the transfer list report, and inform SRC staff of any errors.
SRC staff use a shelf code and the following information to locate and retrieve records:
Routine Charge-Out Requests
You may make routine requests to charge out records in person or by mail by completing form REC-2, "Records Center Reference Request," provided in Appendix C (see Appendix D for instructions on completing the form). The SRC has a photocopier and reference room with tables and chairs for onsite research use. When you need to request records, be aware that
Requesting Individual Folders
We encourage agencies to request individual folders rather than entire containers.
Emergency Reference Requests
If you need records in a hurry, first notify the SRC. We generally accept a maximum of one telephone request, one e-mail request, or three completed request forms marked emergency" for each emergency situation. You may deliver the request forms in person or by fax.
Returning Charged-Out Records to SRC
To help us refile your records properly, leave copy number three of form REC-2, "Records Center Reference Request," attached to the outside of the records.
Method of Return
There are several ways to return charged-out files and containers of records, including
We coordinate the pickup of records with the delivery or pickup of other records you have requested. We will also pick up charged-out records at the same time that we collect new transfers. Be sure to s eparate records that are new transfers from those you are returning.
To help us keep your records complete and accessible, return charged-out records promptly to the SRC when you no longer need them in your agency.
Keeping Charged-Out Records
If you decide to keep a container of records rather than return it to the SRC, use the form in Appendix F, "Records Withdrawal Authorization (REC-10)," to notify SRC staff. See Appendix G for instructions on completing the form. You do not need to notify the SRC if you are retaining only individual files of records.
Interfiling Records
Use the form in Appendix E, " Records Center Interfile Transmittal (REC-8)," to file records in a folder or container you are already storing at the SRC. Instructions for completing the form are also in Appendix E. We can interfile new material only if you have left sufficient space in the container.
Withdrawing Records from the SRC
To withdraw entire containers from storage permanently, submit form REC-10, "Records Withdrawal Authorization," provided in Appendix F. Instructions for completing the form appear in Appendix G.
Resubmission of Records
If you have withdrawn records and intend to return them to the SRC, you must submit a new transfer list and initiate a new records transfer process.
SRC staff implement records disposition in one of the following ways:
Disposition Notification
Approximately two months before a scheduled disposition date, we will send your RMO a " Records Disposition Notification," consisting of both a summary report and a detail report. See Appendix H for an example of the summary report section of a notification.
The summary and detail reports indicate which containers on your transfer list are scheduled for disposition. In addition, the detail report indicates whether disposition will be by destruction (code D) or by transfer to the State Archives (code A). Your RMO must review and compare information on the Records Disposition Notification to information on the transfer list.
Confirm with the SRC as soon as possible that you have received the Records Disposition Notification . The SRC does not dispose of any records on the disposition date until you confirm that you have received the notification.
Temporary Postponement of Disposition
If you want to postpone a scheduled disposition, notify the SRC in writing prior to the original disposition date, indicate which containers you need to retain longer, and specify a new disposition date.
Ideally, you should postpone a scheduled disposition only if the records are required for an audit or litigation. You can, however, temporarily postpone disposition to meet an immediate, temporary administrative need. We encourage state agencies to work with the State Archives' Retention Scheduling Unit to amend an existing RDA if disposition needs to be postponed for more than ninety days. Contact the Archives at (518) 474-6926 for assistance.
Superseded RDAs
If you develop an RDA that supersedes a previous RDA for records stored at the SRC, notify the SRC in writing, indicating the transfer list, box numbers affected, and the new RDA number and disposition dates.
Records Disposition Confirmation
We will send your RMO a Records Disposition Confirmation after implementing records disposition. This confirmation will tell your RMO which records were destroyed.
Disposition of Records from Agency Space
You can contact the SRC to arrange for its wastepaper contractor to destroy confidentially a trailer load or more of records currently in your agency and scheduled for destruction. See Appendix I, "Information on the State Records Center Wastepaper Contract," or ask your RMO for a copy of the current wastepaper contract.
Records Delivery for Disposal
If you have less than a trailer load of records or do not have appropriate loading facilities, you must deliver obsolete records directly to the wastepaper contractor or to the SRC for destruction. Send only those records that are eligible for destruction under State Archives-approved RDAs. Remove all non-recyclable materials from the records, and clearly mark "Destroy" on the containers before sending them to the SRC or to the contractor.
For More Information and Assistance
The State Archives has an advisory officer for state agencies who is available for site visits and to provide advice and records management training. For further information, contact:
Government
Records Services
New
York State Archives
State
Education Department
9A47
Cultural Education Center
Albany
, New York 12230
(518)
474-6926
Appendix A: Records Center Transfer List (REC-1) and Appendix A: Transfer List Continuation Sheet (REC-1A)
Downloadable forms are available in PDF and as Word 2000 templates at www.archives.nysed.gov
Appendix B : Instructions for Completing the Records Center Transfer List (Form REC-1) and Continuation Sheet (REC-1A)
Entries should be accurate, clear, and complete. We may refuse to accept transfer lists if entries are not legible and double-spaced.
1. Transfer List Number. Assign each transfer list a number, using a two-digit year designation, a hyphen, and a sequential number (e.g., 06-1, 06-2, 06-3).
You may assign the same blocks of transfer list numbers to particular program units or records series each year (e.g., 100 series to fiscal management, 200 series to personnel).
2. Page _____ of _____ page(s). Indicate page numbers so SRC staff can confirm the list is in order and complete (e.g., page 3 of 10).
3. From (Agency Name & Number). Indicate your agency's name and two-digit code (available from your RMO). Include your RMO's address and telephone number. If you attach continuation sheets, include the RMO's information only on the first page.
4. Program Unit. Include a contact name and telephone number for the unit.
5. Label Number. Enter the entire, six-digit number from the pre-printed barcode labels (available from your RMO) at the top of each page only. After the first line, enter only the last two or three digits to indicate the sequence of boxes
6. Box Number. Begin each transfer list with number 1 for the first container and number the rest sequentially. For example, if you are transferring forty boxes, number them 1 through 40.
Do not assign letter suffixes or prefixes to containers, because t he SRC uses a sequential numbering system for retrieval. If needed, include cross-reference notes on the transfer list in a given entry's description (e.g., "See containers 27 and 28 for other records in this sequence").
7. Description of Records. If records in several or all containers are covered by a single Records Disposition Authorization (RDA) and will be eligible for disposition on the same date, provide a heading for the description that includes both records series title and inclusive dates (e.g., "Director's Correspondence, 1995-2000").
When more than one RDA is involved, group containers by RDAs and provide a heading with the records series title and inclusive dates for each RDA. If the records series title is too long, use a summary with keywords.
Underneath the heading, provide individual container descriptions using terms that correspond to the RDAs, are easy to understand, and include only essential information. If the records series title and inclusive dates are different for each container, provide the individual titles and dates.
Descriptions should include
Skip a line between each individual container description. If a container description requires a continuation sheet, it is not necessary to repeat the container number. If you do repeat the container number, however, write "cont'd" after the number.
The SRC enters only 72 characters (including spaces) in its database to describe the records in a container. To accommodate this limit, you may provide a summary description for a container and note that the ?agency retains a detailed list."
8. T/AR. If the records are scheduled for transfer to the Archives, check "T/AR" on the line for that entry.
9. Disposition (Month, Year) and Authorization Number. Provide the disposition month and year and the RDA number for each records series.
Disposition begins on the first work day of the month that disposition is due. To ensure the entire retention period has elapsed, round up the disposition date to the first business day of the following month.
Example 1:
For records dated December 10, 2000, with a six-year retention, round up the disposition date to January 1, 2007.
Example 2:
For records dated December 10, 2000, with a six-year retention corresponding to the fiscal year (which runs from April 1, 2001 to March 31, 2007), round up the disposition date to April 1, 2007.
Verify that you will store the records at the SRC for at least twelve months from the date you intend to transfer them. If this is not the case, delete that container from the transfer list and do not transfer it to the SRC.
10. Restrictions. Specify additional restrictions. The SRC grants access to designated staff only if they submit Records Center Reference Request forms that show storage locations identical to the locations on the transfer list report we have provided to your RMO.
11. Agency Records Officer. Your RMO or designee must review, sign, and date the transfer list, and provide his or her title. If you send this form electronically, the RMO or designee must include his or her name and indicate in the e-mail signature block whether he or she is the RMO or a designee. After completing the form, send it to the SRC as an official record of the request for transfer.
12. Total Number and Size of Containers. E nter information for standard-size containers, in groups of no more than forty containers. We routinely accept only standard-size containers (15"x12"x10"). Contact the SRC if you need to use containers of any other size.
Appendix C: Records Center Reference Request (REC-2)
Downloadable forms are available in PDF and as Word 2000 templates at www.archives.nysed.gov
Appendix D : Instructions for Completing a Records Center Reference Request (REC-2)
Agencies must use this four-part form or the Word 2000 template on the State Archives’ website to make all reference requests.
1. Item Requested. Request only one item per form.
If requesting an individual folder, indicate the folder title. No description is needed if requesting the entire container. Check the box only if you are requesting the entire container.
If you are not planning to return a folder, indicate this under Remarks. If you do not plan to return an entire container, use a "Records Withdrawal Authorization Form" (In Appendix E) and not this form.
2. Transfer List Number. Indicate the transfer list number for the item. Your RMO has this information.
3. Agency Container Number. Indicate the agency container number from the above transfer list for the item requested. Include the barcode label number, if known.
4. Agency. Indicate your agency's name or two-digit agency code.
5. Shelf Code. Indicate the SRC shelf code for the requested item. Your RMO has this information.
6. Name. Print your name or that of your RMO. Access is limited to authorized agency staff.
7. Address, Telephone Number, or Other Contact Information. Print your delivery address, telephone number or any other relevant contact information. Check the box only if you will pick up the requested item.
Appendix E: Records Center Interfile Transmittal (REC-8)
Downloadable forms are available in PDF and as Word 2000 templates at www.archives.nysed.gov
Instructions for Completing a Records Center Interfile Transmittal (REC-8)
Use this form to interfile records in a container already at the SRC. We can interfile new material only if you have left sufficient space in the container.
1. Description of Material. Indicate the name of the folder or folders to be interfiled.
2. Transfer List Number. Indicate the transfer list number for the item. Your RMO has this information.
3. Agency Container Number. Indicate the agency container number from the transfer list for the item to be interfiled. Include the barcode label number, if known.
4. Agency. Indicate your agency's name or two-digit agency code.
5. Shelf Code. Indicate the SRC shelf code for the container. Your RMO has this information.
6. Name. Type or print your name or the name of your RMO.
Appendix F: Records Withdrawal Authorization (REC-10)
Downloadable forms are available in PDF and as Word 2000 templates at www.archives.nysed.gov
Appendix G: Instructions for Completing a Records Withdrawal Authorization (REC-10)
Use this form to withdraw records permanently from the SRC. If you plan to return the records, use the "Reference Request Form (REC-2)," instead. Limit each withdrawal authorization form to records from a single transfer list.
Transfer List Number. Indicate the transfer list number that covers the records that your agency will permanently withdraw.
Withdrawal Date. Indicate the date that your agency will withdraw the records.
Records to be Withdrawn. Identify the records with a brief description.
Container Number. Indicate the container number in which the records are stored.
Record Center Locator. List the SRC shelf codes for each container of records you intend to withdraw. Your RMO has this information.
Delivery Method. Indicate one of the following delivery key codes:
| 1. Interagency Mail | 4. Agency will pick up |
| 2. Messenger/Courier | 5. SRC will deliver |
| 3. U.S. Mail | 6. Other (specify) |
Agency. Indicate your agency's name or two-digit agency code.
Name. Print the name of your RMO or other individual authorized to approve permanent withdrawal of your agency's records.
Title. Indicate the title of your RMO or other authorized individual.
Date. Indicate today's date.
Address, Telephone Number, or Other Contact Information. Print the delivery address, telephone number, or other relevant contact information for your RMO or other authorized individual.
Appendix H: Records Disposition Notification
The SRC will notify your agency's RMO approximately two months before records are scheduled for disposition. Below is an example of a completed Records Disposition Notification.
We will attach a detail report to your notification. This report will state which containers on your agency's transfer list are scheduled for disposition by destruction (code D) or by transfer to the State Archives (code A). Review and compare the detail report to the transfer list.
You must confirm receipt of this disposition notification before the beginning of the month that disposition will take place.
STATE ARCHIVES RECORDS CENTER |
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Records Disposition Notification 7/27/2004 |
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Summary Report by Transfer List |
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Children & Family Services (CFS) |
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RIVERVIEW |
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Records on transfer list below are scheduled for disposition from 10/1/2004 to 10/31/2004. If any of these records should not be disposed of on this date, please notify the State Records Center in writing. Unless notified, the State Records Center will dispose of the records as scheduled. |
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Please call the State Records Center at 457-3171 to confirm receipt of the notification. |
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Transfer List |
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No. of Boxes for Disposition |
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000018 990055 990056 |
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1 1 2 |
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TOTAL NUMBER OF BOXES TO BE DISPOSED OF FROM 10/1/2004 TO 10/31/2004 |
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For detailed information on records scheduled for disposition, see attached detail report. |
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Appendix I: Information on the State Records Center Wastepaper Contract
Under the terms of a contract the State Archives administers through the State Records Center , state agencies and local governments can use the services of a designated paper recycler for secure and environmentally acceptable disposal and recycling of bulk quantities of obsolete paper records.
For agencies in the immediate Capital District, the recycling contractor provides several services at no charge, including pickup, secure handling, and, when necessary, shredding.
For more information on our recycling program and other shredding vendors, see the vendor lists on our website.
Making the Best Use of the Contract Services
The purpose of the service is to destroy and recycle paper records. The contract specifically excludes non-paper records material, such as wastebasket refuse, books, periodicals, magazines, newspapers, typewriter or printer ribbons, carbon paper, plastic or vinyl ID cards, licenses, stickers, computer tapes, diskettes, cassettes, microfilm, microfiche, and other non-paper materials. You can arrange to destroy microfilm and computer media outside of the contract.
Remove all non-recyclable contaminants from records you want recycled, including but not limited to file guides, Kraft and expansion folders, hanging file folders and frames, all types of binders, and metal prong fasteners (see a full list below). You can include small quantities of rubber bands, paper clips, staples, and clear tape.
To help the State Records Center monitor contract performance, please send a receipt for each pickup made during the month to the State Records Center , Building 21, State Office Building Campus, Albany NY 12226, by the 15th of the following month.
All records destroyed under the provisions of this contract must be covered by approved State Archives retention and disposition schedules.
Under the terms of the contract, all revenue from the sale of the recycled paper is deposited into a dedicated State Archives internal service account to offset the cost of administering the contract.
Recyclables and Non-Recyclables
Below is a list of recyclable and non-recyclable materials. Use it as a guide when sorting your recyclable materials. If an item does not appear on this list, or if you have any questions regarding recycling, call the recycling contractor.
Recyclables |
Non-Recyclables |
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Computer printouts |
Food waste |
Old files |
Food containers |
Rubber bands |
"Kleenex" or tissues |
Typing paper |
Paper towels |
Accounting ledger sheets |
Napkins |
Colored writing paper |
Coin wrappers |
Plain envelopes |
Metal |
Index cards |
Wood |
Plastic tabs |
Glass |
Binder clips |
Fluorescent colored paper |
Fax paper |
"Carbons" from duplicate forms |
Carbonless forms |
Packing peanuts |
Tab cards |
Copier paper wrappers |
Fasteners |
Bubble packing |
Post-It Notes |
Tyvek envelopes |
Copier paper |
Padded mailing envelopes |
Memos |
Wire |
Manila file folders |
Corrugated materials |
Letterhead stationery |
Plastic |
Glossy brochures |
Typewriter and printer ribbons |
Pamphlets |
Toner cartridges |
Blueprints |
String |
Masking tape |
Hanging file folders |
White/colored bond paper |
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Calculator tapes |
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Message pad paper |
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Unbound reports |
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