Prepare Boxes for Transfer
Storage optimized for access and preservation
Our storage specialists have decades of experience storing and retrieving records, and have identified the following procedures to maximize the utility and longevity of each box. These standards apply to records going to both the Utah State Records Center and State Archives.
How to prep your boxes
1. Prepare Records
Replace any hanging file folders or three-ring binders with labeled manila folders. This allows a box lid to fit snugly, and allows the Records Center staff to retrieve individual files in the future when recalled by the agency.
Remove rubber bands.
Keep the records arranged however they were; do not create a new filing system.
2. Put records in Archives boxes
Put the records in State Archives boxes. Leave enough space that you could easily put three fingers in between folders.
Limit box contents to one record series, even if there aren't enough records to fill the box.
If materials are oversized or will not fit in a State Archives box, contact the Records Center at 801-525-3020 to make special arrangements.
3. Label the boxes
Label boxes with a large black permanent marker. Write the following information directly on the box:
- agency name
- record series number
- agency-assigned box number—use your own numbering system with unique identifiers within each series; for example:
- 2025-1, 2025-2, 2025-3
- MOU-25-001, MOU-25-002, MOU-25-003
If you don’t know what numbering system your agency has used in the past, you can contact the Records Center at 801-525-3020 to find out.
If the other end of the box was previously labeled, cross off the old information so it's clear what is currently in the box.
4. Add a box inventory
Create an inventory of each box's contents:
- The inventory should be specific enough that an employee at your agency could identify the file(s) they're looking for using the inventory. Common elements to include are file dates, case names/numbers, project names, patient names, etc.
- Place a printed inventory inside each box to identify its contents.
- Keep a copy of the inventory (digital or paper or both) in the office in a well-known location so others can find it in the future.
5. Tape the lid
The lid should fit snugly on the box.
Use a single strip of packing tape to secure the lid, taping the short way across.
If you have any questions, please contact your records and information management specialist or the Records Center staff at [email protected].
