Once the Transmittal form is received and checked against your department’s RRS, we will enter the data into our Records Center database.

The database generates unique box and bar code labels for each box. These codes must be referenced whenever your staff requests a box from storage. A Records Specialist will visit the Records Coordinator onsite to inspect each box to ensure that:

•   Records are not packed too tightly.

•   Boxes are only marked with agency item and  temporary box numbers in the     appropriate locations.

•   Boxes are the approved letter/legal boxes.

•   Boxes are assembled properly.

•   Box contents match the Transmittal form.

•   The contents have been indexed, where applicable.

•   No inappropriate items are in the box.

If no problems are found, the boxes are labeled and a copy of the Transmittal form complete with the box code numbers will be given to the Records Coordinator. The suspense copy of the transmittal must be replaced in your Records Retention Manual with the final version.

We will make arrangements with Logistics Distribution to have the boxes picked up and transported to the Records Center for storage.