Record Storage and Transfer Guidelines
Transferring Hard-Copy Records to Archives or the Federal Records Center
- Before weeding your files: If you do not yet
have a records schedule for your office's technical records,
contact the Archives
(x3091). If you want to make a routine transfer of administrative
(non-technical) records in accordance with an established records schedule, contact
Management (x2211), and complete a
Standard Form 135 Records Transmittal and Receipt form according to instructions from Records
- When transferring from
drawer to box, be careful to retain the original file order.
The Archives recommends that records be stored in standard
records storage cartons (1 cubic foot) and not in the
larger, two cubic foot bank "transfiles." The latter are
difficult to carry and do not stack well. Standard archival
records storage boxes are available from the Archives.
this time the files should be removed from hanging folders
and identifying information from the hanging folder tabs
transferred to upturned sheets of bond paper. Do not send
hanging files to storage, as they almost double the space
used by the files.
Also: remove any files/documents stored in three-ring
binders, and place the documents in file folders. (Three-ring binders
do not fit into standard records storage cartons, AND they unnecessarily
increase the volume of the records by at least one-third.)
- Boxes should be labeled, giving the office of origin,
the record series, and inclusive dates. (e.g. Associate
Director, Research Division : Subject files, 1965-1975.) If
more than one box is transferred, the boxes should be
numbered consecutively reflecting the file's original
alphabetical or numerical order.
- A folder listing of the contents of each box should be
made before transferral. An electronic template for folder listings can be
obtained from the Archives and History Office. Place a copy of each box's listing in
the top of the corresponding box, and retain one copy of the list for your
- When the boxes are ready, e-mail a copy of the completed
listing to the AHO, and let us know the current location of the boxes. We
will make arrangements with Labor Pool for pickup from your location and
delivery to the AHO Storage Area.
- On receiving the records, the Archives Office will enter
a record into the SLACARC database (a
standardized, staff-accessible database) when assigning it a unique
accession number. The
file is easily searchable by group, names, and other index
terms. If you need information or assistance in using SLACARC,
please contact the Archives.
- Records will be stored in the SLAC Archives storage
facility or with the AHO off-site storage contractor (if they are of
continued use for laboratory or scholarly purposes) or temporarily
housed in the Federal Records Center, San Bruno if so required by
DOE records schedules.
Transferring Electronic/Digital Records to Archives or the
Federal Records Center
- The format of a record does not affect its appraisal and retention
- Electronic / digital records created at SLAC must be scheduled and retained
- See Electronic Records Archiving @ SLAC for further
Access to Records in Storage
- Archival records are housed in a secured area in
the Central Lab Annex or with our archival storage contractor. If you
need access to boxes or have a specific folder you would like to
retrieve, contact the
(x3091) directly. You will need to provide the accession number (from
SLACARC), box label
information, and file folder name, if
known. Since some records are stored off-site, we advise that you give
us at least 24 hours notice.
- Records housed at the
Federal Records Center in San Bruno also can be accessed by
authorized staff. For instruction on how to access files at the Center
and for driving directions (a 30-minute drive on Highway 280), please
Temporary Relocation of Current Files
With space at a premium at SLAC, many offices are forced to
use storage areas to house current records that can no
longer be confined to file cabinets. These files may end up
in anything from a hallway closet to a storage room in a
basement to the warehouse. Whatever the situation, office
managers must assure that the records
Too often, records are merely dumped in a convenient area until the
area becomes inundated with other boxes or slowly collapsing
transfer files, and needed records are buried under a mass
of obsolete material. To prevent this from happening, the
following guidelines should be followed when records are
transferred to a temporary location not in the office of
- are housed for the
- that they are accessible and manageable
according to SLAC and DOE records management procedures, and
- that records of permanent value will not be lost.
- Inform the Archives of the action to be taken,
including the specific location.
- The temporary site should be secure, clean and dry,
not subject to high temperature or excessive fluctuation
- Be sure that boxes are clearly labeled, and that
boxes are stored with labels showing.
- The office of origin must create a contents list of
- The office of origin shall have full responsibility
for maintaining the records and providing access to the
records until a final transfer to the Archives or the
Federal Records Center is made.
Capturing Departing Employee’s Federal Records
A DOECAST dated January 9, 2001, “Annual Information
Update on Disposition of Federal Records”, defined Federal
Records and discussed retention of these records. This is
especially critical as the time of the inauguration of the
President and turnover of the political positions occurs.
Each Program Office Records Liaison Officer (RLO) and site
Records Management Program Officer (RMPO) are responsible to
take the actions necessary to ensure that the records of the
departing managers and staff are captured and managed as
All electronic and e-mail records of these departing
employees must be collected along with their paper files.
These records should be collected and retained in electronic
formats, if possible. A partnership between the RLO/RMPO,
information technology staff, and the departing employee’s
secretary will ensure that federal records are retained and
made available to the incoming administration and posterity.
Capture and storage of these records may be accomplished
using one of the following options (in order of preference).
The actual method chosen depends on the computer hardware
and software configurations at your location:
- Filed in an electronic records repository,
- Stored on the Departmental/Division LAN in a
- Copied to portable media (CDs or Diskette),
- Hard drives be removed from the computers prior to
making the equipment available to another employee,
- Printed and filed as paper records.
The software necessary to read these records must also be
retained if it is not a commonly available program at your
The RLO or RMPO must review these records to remove
duplicates and files that are not records from the
collection. It is not necessary to retain both a paper copy
of a record as well as an electronic copy as long as the
file creation date, and distribution information is
available on the paper copy.
-- Return to top --