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Section 2: Transferring Physical Records to Storage

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Procedural Overview

Transferring records to storage involves preparing boxes for transfer per the 1419 Records Transmittal Form. Contact Records Management prior of transferring boxes for coordination and review of form.

Records Management is the Office of Primary Responsibility (OPR) of the 1419 Form. Districts and Division should retain a convenience copy for their reference for future retrieval.

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Steps for Transferring Physical Records to Records Management Warehouse

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Step

Action
1

Verification of Official Records (ONLY) for storage: Only official records are eligible for inactive storage. No convenience copies are accepted.

  • If you have questions, contact Records Management.
2

Ordering Boxes Coordinate with your District and Division purchaser to submit order for boxes item number: (NIGP # 615-37-13-0850).

  • Each standard box holds 13 inches of letter-size, or 10 inches of legal-size records (allowing handling room).
  • Boxes with dimensions outside of the standard box size must be approved before sending to the Records Management Warehouse.
  • Records shipped in any other container without approval will be returned to sender.
3

Preparation of Records. Make sure you only packaging official records in the boxes.

  • Do not pack convenience copies or working papers.
  • Retrieval is faster if the records are stored in their folders in the original sequence.
  • It may be helpful to include file guides from the original files.
4

Packaging of Boxes.

  • All boxes must be properly assembled so the bottom does not fall out when the box is filled with records.
  • There should be two inches of handling room in a full box.
  • Records will be stored exactly as sent.
  • Boxes are required to be accompanied by a hard copy of the1419 Records Transmittal Form.
  • In addition, please attach the electronic 1419 Records Transmittal Form in the IT Ticket (Physical Records Request).
  • Pack only one Agency Item Number Record Series to a Box.
  • Pack only records with the same destruction year.
  • Be sure to leave handling room. Do NOT overstuff boxes.
  • Make sure all information (fields) are addressed on the 1419 Records Transmittal Form.
  • Non-standard size boxes can be shipped with prior authorization with the Records Management Warehouse.
5

Marking of Boxes

If more than one box is used, mark them with temporary box numbers (1, 2, 3...). For Districts and Divisions with specific box numbering schema – they can continue to use their own box numbers. (example: ROW/HRD).

  • Mark the number (about one inch high) to the left of the handhold cutout on the box end.
  • Number the box, not the lid, because lids are interchangeable.
  • Do not write any other information on the box.
  • Make sure the numbers correspond to how boxes are listed on 1419 Records Transmittal Form
  • Each box should have a corresponding row in the form. For example, if there are 12 boxes being shipped then the form should list 12 rows.

(See Chapter 10 “Inactive Records – Transmittal and Storage Documentation” for detailed instructions).

6

Transferring of Boxes. Austin headquarters divisions and offices use interoffice mail if there are five or fewer boxes.

To schedule larger shipment, prepare a Courier Pick Up/Delivery Form 2539 and email SSD-DeliveryLogistics@TxDOT.gov. If you require additional assistance contact Records Management.

If there are enough boxes to ship on a pallet, do the following:

  • Stack boxes no more than six high.
  • Stack boxes in numerical order, top to bottom, left to right.
  • If boxes are stacked more than for high, it is a good idea to shrink-wrap the pallet.
7

Completing 1419 Records Transmittal Form.

All boxes are required to be accompanied by a hard copy of the 1419 Records Transmittal Form. (See Section 3 “Transmittal and Storage Documentation” of this chapter for detailed instructions)

Ensure all required information for the records is identified on the 1419 Records Transmittal Form. After completing the form:

  • Submit an IT ticket (Other IT Services – Physical Records Request)

See example below.

  • Attach 1419 Records Transmittal Form to the IT Request – Physical Records Request (See Figure 10-1).
  • Place the printed 1419 Records Transmittal Form on top of the records in Box 1.
  • Do not tape lids to boxes.
  • Once the boxes are received by Records Management then the “Storage Location” column will be filled out. The form will be returned to DD as a convenience copy and the Storage Location identification number will be referenced by DD when requesting information.

Physical Records Request. (click in image to see full-size image) Anchor: #XSQFUSJNgrtop

Figure 10-1. Physical Records Request.
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