Step 3. Pack Records in Boxes and Label

Packing Boxes

Boxes can be ordered through ShopUW+. When ordering from ShopUW+, search “3191-BUNDLE” and order the Record Storage Carton 10″H x 15″L x 12″W. These are the only boxes approved for use at the University Archives.

The records should be packed in the cartons in the same arrangement as they appeared in the file drawer; records must not be removed from their original file folders and/or jackets, nor should any portion of the records be discarded unless so stipulated by the governing records schedule.

NOTE: Disks, CDs, DVDs and other media should not be packed inside cartons with paper records. Separate handling of these media is required for adequate preservation. If you have electronic media and records to transfer, please contact the Archives.

All boxes of a given records series are to be numbered consecutively.

Boxes must NOT be over packed. Enough space should remain inside the box so that you can place an entire hand (or equivalent) either in the front or back of the box. When the records center cartons are packed properly, they are easy to handle and contents can easily be accessed.

Offices should be mindful of health and safety regulations regarding weight. If the type of material to be transferred is of a nature that a full box could weigh 35 pounds or more, the boxes should not be packed full, and alternative containers may be advisable.

Labeling Boxes

The records center carton has a label form printed on one end of the box, and each box must be clearly labeled as to office of origin, contents, and dates. It is strongly recommended that only one records series be placed in a box. If two records series must be placed in the same box, the box label must indicate that fact clearly. In addition, the two series must have the same retention period and the same final disposition.