Step 1. Preparing Records for Transfer to the Archives

  • Discard any blank forms
  • Remove duplicate copies of documents; one copy is sufficient
  • Discard convenience copies of publications, reports, memos, etc., for which your office was not the originator or the office of record
  • Discard materials that have no informational value, such as, envelopes, route slips, phone messages, and illegible notes
  • Remove rubber bands and paper clips; use staples
  • Remove materials from ring binders and hanging folders and place in file folders; maintain the original order of the records. If more than one folder is needed label as follows, for example, “folder 1 of 2,” “folder 2 of 2,” etc.