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Transferring records to the State Records Center

You can transfer records to the State Records Center that
  • Are inactive (those records that you use infrequently – usually less than once a month per file drawer
  • Have a remaining retention period of twelve months or greater.
  • Have an approved RDA in place at the time records are to be stored at SRC
  • Are boxed, labelled, and palletized according to the guidelines listed below
To request a transfer of records to the State Records Center, complete form REC‐1, “State Records Center Transfer List.” 
 
Your RMO (Records Management Officer) must review the completed transfer list form for accuracy, clarity, and completeness before signing and sending them to the State Records Center. After we receive and review your transfer list, we will contact your RMO to resolve any questions and arrange a transfer date. We will accept only records that we have approved for storage.
 
When preparing the transfer list:
  • Limit each transfer list to records covered by a single RDA (Records Disposition Authorization) and by disposition date.
  • Limit the contents of each container to records that became inactive within one year of each other
  • Identify the record material if other than paper in the description.
  • Pay special attention to records if the RDA for the records indicate “T” for transfer to the Archives. These records require a more detailed description in the folder listing.
  • Email the Transfer List to the Records Center at records@nysed.gov before delivery.  No boxes will be accepted without having a transfer list.  

Records Boxes

We accept only standard, cubic-foot boxes (measuring 15"x12"x10") that have shoebox lids and handhold openings. These boxes hold legal and letter-sized records. 
 
The State Records Center will accept non-standard boxes only when:
  • The size and type of records clearly require the use of non-standard boxes; i.e. maps, blue prints, plans, etc. 
  • These boxes have the measurements of 6" x 6" x 36" or 8" x 8" x 36".
  • Space is available for storing these containers.
If you need to use non-standard boxes other than what is listed here, please submit an empty, sample container to the State Records Center for approval before transferring the records.

Used Boxes

You may reuse boxes if they are in good condition and the old information is obscured. 

Purchasing Boxes

Buy only boxes that can support the weight of the records long-term. Boxes from an office supply stores such as Staples or Office Max, typically white, are too weak and will buckle under the weight. 

Preferred Letter/ Legal Size Corrugated File Box are available with State Contract from the New York State Industries for the Disabled (NYSID).  For purchase information, go to the NYSID website and search for the term "File Box".  You can also contact NYSID directly:
 
The New York State Industries for the Disabled (NYSID)
155 Washington Avenue, Suite 400
Albany, New York 12210
Phone: (518) 463-9706
Fax: (518) 455-0315.
 
Please contact the State Records Center if you are unable to find appropriate boxes.

Labeling Boxes for Transfer

The State Records Center requires scannable barcode labels for tracking boxes. Your RMO must request barcode labels from the State Records Center and distribute them appropriately. Retain the barcode number for your records.
  • Each box requires its own unique barcode.
  • Affix the barcode label directly to the box. Do not cover over another box label.
  • Do not put any tape (even clear) over the label
  • Do not write on the barcode itself, because the scanner will be unable to read the code
  • On each transfer list, number all your boxes sequentially, starting with one. 
  • Manually add the two-digit agency code, transfer list number, and agency box number directly on the box in bold marker to the left of the barcode label.  Do not write or print this information on the barcode label.
  • Your RMO can provide you with the agency number and transfer list numbers.

Agency Control Numbers

We identify boxes using the barcode labels, but a second simple numbering system will provide us with an alternate means of searching the State Records Center database. 
  • On each transfer list, number all your boxes sequentially, starting with one.
  • Write the control number which consists of the agency code, transfer list number, and agency assigned box number on the box to the left of the barcode label.

Preparing Paper Records for Transfer

  • Weed out and dispose of duplicate copies and blank forms. 
  • Keep files in the same order they were as active office files.
  • Documents contained in manila folders are acceptable
  • Review the filing sequence in each container for accuracy before shipping. 
  • Remove all non-recyclable materials, such as binders and hanging file folders, prior to boxing and transferring records.
  • Insert charge-out cards for any out-of-box records and leave enough room to return the records. 
  • Do not overfill a box. Ensure that you can easily put your hands into the handhold openings, are able to retrieve and re-file folders, and secure the box lid. 
  • Boxes that are packed incorrectly or over filled will not be accepted.  They will be returned to the agency to divide the materials and re-pack the boxes.
  • There is a 35 lb weight limit per box.  Overweight boxes will not be accepted.

Preparing Boxes for Transport

We reserve the right to refuse improperly loaded pallets. Overloading may result in damage to boxes on the bottom level and injury to State Records Center employees. 
 
Preparing Records for Shipment to the State Records Center provides visual, step-by-step instructions for palletizing and labeling your boxes.  You can also follow these procedures:
  • Use pallets measuring 42" x 42". If a pallet of this measurement is not available, a pallet measuring 40" x 48" is acceptable. Any pallet size narrower than 40" is unacceptable.
  • Please, do not tape, staple or put post-it notes on the outside or lid of the boxes.  Also, Do not attach transfer List to the pallets, they should be sent to the RECORDS inbox.
  • Limit the number of boxes on a pallet to forty-eight, with six layers of eight boxes on each pallet. 
  • Barcodes and labels on every box should face outward.
  • Boxes should be stacked tightly together.

Arrange boxes in the following manner:

  • Place heaviest boxes on the bottom and the lightest on the top
  • Boxes should not hang over any edges or between slats on the pallet

Stack boxes using the pinwheel method as follows:

  • Place the heaviest boxes on the bottom layer with labels facing outward.
  • Put the next two boxes on the pallet adjacent to first two.
  • Place two more boxes adjacent to boxes 3 and 4.
  • Place the last two boxes on bottom layer adjacent to the first two on the pallet.
  • Start next layer with the next heaviest boxes, rotate starting boxes one quarter of a turn to interlock the pallet.
  • Place next two on that layer adjacent to the first two (should be offset to first layer to inter lock the pallet).
  • Put next two on the second layer adjacent to the previous two, keeping boxes tight to interlock layer. 
  • Put final two boxes on second layer
  • Continue to build pallets 5 to 6 (40-48 boxes) layers high using the interlocking method, rotating each layer ¼ turn from the one before (rows 1, 3, and 5 would face the same way and rows 2, 4, and 6 are the same).  Notice how each layer is "offset" to interlock.  
  • After boxes are stacked, secure, and standalone, wrap the containers with stretch-wrap to secure them during transit. You may obtain stretch-wrap from your mailroom or through your purchasing unit.  

Moving Boxes to the State Records Center

After we receive and review your transfer list, we will contact your RMO to resolve any questions and arrange a transfer date. We will accept only those records that we have approved for storage on a given transfer date.
 
The Record Center does not pick up agency boxes/pallets. You must arrange for someone to transport the boxes/pallets to the Record Center.
  • The OGS Courier will provide transportation services for Capital District agencies that cannot deliver their records. Information regarding fees can be obtained by visiting the OGS web site at www.ogs.ny.gov under the section titled “Division of Printing and Mail Services”, or calling the primary OGS Mailroom at (518) 474-6707, or by email to mailfreight@ogs.ny.gov. You are responsible for moving your containers to your loading dock and providing loading assistance. 
  • You can arrange for delivery of your own records, using your own vehicle or a commercial vendor.Be sure the truck measures no more than 12′ 6″ in height..
Schedule your delivery
  • We take deliveries of pallets on Tuesdays by appointment only. Delivery hours 9am-12pm, 12:30pm – 2:30pm
  • We accept up to 12 pallets (480-576 boxes) on any given Tuesday.
  • If you have more than 12 pallets or if you want to deliver them on a day already partially booked you will need to spread out your delivery over multiple Tuesdays. 
  • We can accept small deliveries, under 20 boxes, any Tuesday.