Memorandum of Transfer of Records form

Welcome new state agency records management officer (RMO)! Here are your primary responsibilities:

Create or maintain a current records inventory

In order to manage your agency’s records, you need to know what you have, where it is, how it’s used, and why it’s important. Conducting an inventory allows your agency to locate, identify, and describe the records it maintains. Benefits to conducting and maintaining an inventory include:

PART 188, STATE GOVERNMENT ARCHIVES AND RECORDS MANAGEMENT

(effective February 5, 2009)

• 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. 

Complete form REC‐1, “State Records Center Transfer List.”    

When preparing the transfer list:

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.   

Buy only triple corrugated cardboard boxes, as they are the only ones that can support the weight of the records long-term. Boxes from office supply stores such as Staples or Office Max, typically white, are usually one or two ply and thus are too weak and will buckle under the weight.

Barcodes

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.

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:

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.  

Schedule your delivery

The State Archives charges state agencies for records management services and for storage of records at the New York State Records Center. This is authorized by Section 57.05(11) of the Arts and Cultural Affairs Law and 8 NYCRR Part 188. Annually, the Archives sends out invoices to state agencies.

The invoices cover two types of fees: