Guidelines for Developing Transfer/Container Lists

The container list provides a detailed table of contents for the records you are transferring. Without this list, it will be difficult for the transferring agency, the archives, or a researcher to identify precisely what box or folder is needed. Container lists are especially important for records that are or will be transferred to the Archives.

You know your records the best. Taking the time to create an accurate and thorough list will be sure others can understand what is in them as well.

The contents of each box should be listed, ideally folder by folder, and should include the following information:

Folder Titles consisting of
- Record type such as Correspondence; Press Releases, Register
- Function Example: “Retirement -- Smith, Joe” is clearer than “Joe Smith’s Files”
- Subject Example: Patient Case Files; Board minutes; Specifications for highway improvements
- Office of origin (unless clearly indicated in the series title)
- Dates or alpha or numeric code
Folder title components are clearly indicated in the series title, such as case files then it does not need to be repeated in the folder titles.
Ideally, each folder should contain a unique number to differentiate it from other folders in the box and other boxes
Folder titles should be clear, accurate, and comprehensible with contents stated in the fewest words possible to convey context. The list should provide enough information to identify and describe the contents.
Container lists can be created with the container list template. Please send an electronic copy with your transfer documentation.

Folder Title Examples

Folder Title	Comments	Better Title
State Board	Not clear, is this someone's subject file? Or a record in and of itself? What are the dates?	State Nursing Board meeting minutes, 1968-1970
Commissioner's Annual Report, 1957	Very clear, tells me what type of record it is, who created it, and the date
Roads	Not clear. Whose road file? What's in the folder? Dates?	County Engineer. Recently paved roads, 1989-1991
Permits, 1921	Not clear, What type of permits are they?	Camping Permits, 1921.
State Entomologist. Subject Files, Honey Bees, 1993	Very clear. I know who created the record, what series it's from, what the contents of the folder relate to and the date
Bills	Not clear. Bills for what? Dates?	Telephone Bills, 1980-1994
Transcript	Not clear. Related to what? A meeting? Legal document? Tape or video? No dates	Medical Records Confidentiality Work Group. Meeting Transcript, 11/26/1996
State Archivist. Subject Files, Accountants – Fletcher, J.B., 1978	Very clear. I know who created the record, what series it's from, what the contents of the folder relate to and the dates
A01001 58001 63 00	Not clear. This is a type of file arrangement but for what? A case file? A job project? No date is given nor is there one in the code	Equipment Contract # A01001 58001 63 00, 1978
Commission Minutes	Partially clear but missing the type of Commission and the dates.	Adirondack Park Commission Minutes, 1970-1989
Road Contracts. Main Street, 1924	Very clear. I know what the contents of the folder relate to and the date.
Albert Jones	Not clear. Who is he? Staff? Subject file? Dates	Performance Plan – Albert Jones, 1995

Sample Container Lists

Acceptable:

Series: Dept. of Environmental Conservation. Executive Office. Commissioners' and deputy commissioners' correspondence, subject files, and orders.

Box	Subseries 1: Correspondence Files	Contents	January 1, 1955 – January 31, 1956
1		A – As	January 1, 1955 – January 31, 1956
2		At – Berr	January 1, 1955 – January 31, 1956
3		Bes – Buck	January 1, 1955 – January 31, 1956
4		Bud – Cau	January 1, 1955 – January 31, 1956
5		Ce – Clas	January 1, 1955 – January 31, 1956
6		Cle – Conn	January 1, 1955 – January 31, 1956
7		Conno – Cox	January 1, 1955 – January 31, 1956
8		Cr – Disc	January 1, 1955 – January 31, 1956
9		Do – Elm	January 1, 1955 – January 31, 1956

Better:

Series: New York (State). Governor (1955-1958: Harriman). Subject and Correspondence files

Box	Folder Title	Year
1	A-General	1956
	A-General	1957
	Acquisition of Land and Fishing Rights	1957
	Adams, W. Darwin	1956-1957
	Adirondack Bobsled Club	1957
	Adirondack Conservation Council	1957
	Adirondack Echo	1958
	Adirondack Enterprise	1955
	Adirondack Mountain Club - Correspondence	1955-1958
	Adirondack Mountain Club - Printed Material	1955-1958
	Adirondack Park Association - Clippings	1956-1958
	Adirondack Park Association - Correspondence	1954-1960

Best:

Series: Dept. of Transportation. Highway Design Project Correspondence, Plans

Box No.	Contents	Date	Year Date
1	Highway Project Files	1986 September 10	1986
2	Highway Project Files	1986 October 10	1986
3	Highway Project Files	1986 November 4	1986
4	Highway Project Files	1986 November 4	1986
5	Highway Project Files	1986 December 3	1986
6	Highway Project Files	1986 December 3	1986
7	Highway Project Files	1986 December 3	1986
8	Highway Project Files	1986 December 3	1986
9	Highway Project Files	1986 December 23	1986
10	Highway Project Files	1986 December 23 – 1987 January 5	1986 - 1987

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