Section 7.5 - Boxing and Labelling Standards

General

• they are secure
• they are sent to the correct destination
• they can be efficiently accessed and retrieved

Standards

Boxes

Labels

Box Contents

BCIMS will no longer accept 1-box accessions. Draft and approved schedules must be separated into separate accessions. ARCS and ORCS files can be mixed in one accession provided all the records have approved schedules. Records with final dispositions of DE, SR, and FR can be in the same accession.

BCIMS requires that offices sort the records into records series and retention periods. For example:

Use one line only per box or series of boxes.

Binders are not to be placed in boxes. If records are in binders, remove the papers and place in a file folder. Label or clearly identify the package with an ARCS or ORCS number and file title and date range.

When transferring records which are not in files (e.g., bound reports, maps, videotapes, etc.), enter the title of the individual report, map, videotape, etc., if possible. Otherwise, give the secondary title or, in the absence of a secondary title, supply a clear and concise description of the records in the box.

Box terminated employee files alphabetically, not by employee number. Do not mix these files with other record series (box separately).

Boxing Records

• prevents damage and deterioration
• facilitates access to the records

• Boxes must not be overpacked. Overpacked boxes cause security problems and may result in increased costs. Consider the following:
  • the box top should close easily and the sides should not bulge
  • the weight of packed boxes must not exceed 11.25 kg (25 lb)
• Boxes must not be underpacked. Underpacked boxes may also cause problems, particularly when stacked for storage. If there are not sufficient files or other records to completely fill a box, fill the balance with inert packing material to support the records and prevent the box from collapsing.
• Records must be placed in boxes so that their labels can be easily read and accessed (i.e., file folder must be placed upright in the box facing toward the open flap; see diagram A).

DIAGRAM A, PLACEMENT OF FILES IN BOXES

Box Labelling

• Use the accession number as the box label prefix, numbering each box within an accession sequentially. For example, the first three boxes in accession 94-1234 would be numbered as follows:
  94-1234-01
  94-1234-02
  94-1234-03
• Use one label per box and affix to the end of the box as shown in diagram B.
• Press firmly and leave no air bubbles under the label.
• To maintain security and confidentiality, do not put any other identifying information (such as ministry, agency, or branch name, or records series titles) on the box.
  Diagram B, Box Label Placement
  

Destination Labels

• Offices in most of the Victoria area and in the Lower Mainland will have their boxes picked up directly by one of the records storage companies.
• Offices outside the above-noted areas require a destination label for the appropriate records storage facility.
• The destination label for each box must be 8 x 13 cm or larger, must be clearly legible, and must be affixed to the top of the box.
• Offices will be contacted by BCIMS prior to the boxes being picked up and/or sent by mail and they will be informed about destination labels at that time.

Box Retrieval

References

indicate most recent changes

Information Management Group, B.C. Ministry of Forests

Comments to: RMHELP
This page last updated: November 18, 1997.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm7-5.htm