Record Storage and Transfer Guidelines

Transferring Hard-Copy Records to Archives or the Federal Records Center (FRC)

1. Before weeding your files:
   • If you do not yet have a records schedule for your office's technical or scientific records, contact the Archivist
   • If you want to make a routine transfer of administrative (business, non-technical) records in accordance with an established records schedule, contact the lab's Records Manager(RM); complete and submit a Standard Form 135 Records Transmittal and Receipt form and file list according to instructions you will receive; and follow subsequent RM instructions to complete the records transfer.
2. When transferring files from drawer to box, be careful to retain the original file order.
   • Archival (permanent retention science or engineering or high-level administrators) records must be stored in standard acid-free, lignin buffered records storage cartons (1 cubic foot). These will be provided by the archives at no charge.
   • The larger, two cubic foot bank "transfiles." are not accepted for storage. They are difficult to carry, do not stack well, and do not fit on the storage shelves.
   • Records Center Storage Boxes must be used to pack non-permanent records. The Federal Records Center (FRC) requires using a standard-size record box (14 3/4inch X 12 inch X 9 1/2 inch) for legal- or letter-size files which can be ordered by the retiring office from the SLAC contractor for office supplies in bundles of 25 with the National Stock Number: NSN 8115-00-1178249.
   • At 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.)
3. Permanent archival records retirements -- applies to science, engineering and top-level administrator records
   • Boxes should be labeled IN PENCIL on the fronts, 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 AHRO. Place a copy of each box's listing in the top of the corresponding box, and retain one copy of the list for your future reference.
   • When the boxes are ready, e-mail a copy of the completed listing to the AHRO, 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 AHRO Storage Area.
   • On receiving the records, the Archivist 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 Archivist.
   • Records will be stored in the SLAC archival storage facility or with the AHRO 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.
4. Temporary records retirements to the FRC -- applies to routine administrative, financial, safety, and personnel records
   • Assembly instructions for FRC boxes
   • Box labeling. specific box labeling instructions will be provided before shipment. Until they are received, make any notes needed on the outside of the boxes in light pencil
   • Include a copy of the detailed folder list of each box in box #1. Retain one copy of the list for your future reference
   • RM will schedule an appointment with the retiring office to check the boxing and contents list and then submit the SF 135 to the FRC.
   • When shipping approval is received, RM will provide guidance to the retiring office in preparing the boxes for shipping and will submit a shipment request to the SLAC Shipping Department, which will coordinate pickup with the retiring office.
   • RM will also provide the retiring office with a copy of the final SF 135 for use with in case of any future retrieval requests.

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 appropriately
• See Electronic Records Archiving @ SLAC for further information

Access to Records in Storage

1. 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 Archivist 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.
2. 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 FRC contact the SLAC Records Manager. You will need to provide information from the original records retirement paperwork (SF135 and file list) in order to accomplish retrieval.
3. Records are retrieved for representatives of the retiring office ONLY.

Temporary Relocation of Current Files

• are housed for the required period,
• that they are accessible and manageable according to SLAC and DOE records management procedures, and
• that records of permanent value will not be lost.

1. Inform the Archivist of the action to be taken, including the specific location.
2. The temporary site should be secure, clean and dry, not subject to high temperature or excessive fluctuation of temperature.
3. Be sure that boxes are clearly labeled, and that boxes are stored with labels showing.
4. DO NOT store boxes on the floor. They must be on a pallet or platform at least 3 inches high, so that they will not be subject to damage from pooling water.
5. The office of origin must create a contents list of the records.
6. 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 records.

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 separate directory,
• 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 site.

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.

SLAC Records Management and Archival services are provided to the lab community in accordance with the Archives SLA and the Records Management SLA service level agreements.

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