Review files annually for files scheduled to be transferred or destroyed.

For files to be transferred to INACTIVE STORAGE:

Call the College Archives  (x2632) for boxes.  (1 full file drawer = 2 boxes)

Place file folders in box - grouped by destruction date

Do not use hanging folders.  They don't fit the boxes and are an expensive way to store records.  Do put records in labeled folders. 
Keep the folders upright with labels facing forward.
If placing more than one record group in a box, place a marker sheet between the folders.  

Label the outside of the box  -- in PENCIL --  with:

Office or Department name
Record group title and date range  
Alphabetical, numerical, or chronological range of records  
Number boxes in sequence
Examples: 
Biology Department                                                                  
[A-L]                                                            
Box 1 of 2                                                        

Business Services
Accounts Payable, 1993
Jan-March 1993
Box 1 of 6

Contents list:  
Prepare a list by individual folder title or groups for each box.  The list will be used in retrieving records as needed in the future.  The office should keep a copy and send the original with the materials.

Examples: 
Box List:
President's Office - Correspondence, 1990-92 
Box 1  A- AR
Admissions
Alumni
Annual Reports
Architects

Physical Transfer of Materials:
Contact the Archives (x2632) to make arrangements for pick up and delivery.