07 NCAC 04M .0503 (Amended effective April 1, 2001)
Physical transfer of records to the State Records Center shall be initiated by the agency or organization requesting transfer. A representative of the said agency or organization will submit to the State Records Center supervisor a records transfer notice including agency name, title of records, reference to schedule, volume of records, their inclusive dates, and the name and telephone number of the representative submitting the request.
Records Center boxes, together with paper tape and instructions on packing and labeling, shall be sent to the agency transferring records upon request, and at the expense of the agency.
Only records packed in Records Center boxes shall be accepted for storage in the State Records Center.
The agency or organization initiating the transfer shall arrange records in the boxes and label boxes in accordance with instructions. Boxes which do not comply with instructions shall be returned to the agency or organization for correction.
Records which cannot be identified clearly and completely by the information on the label of the Records Center box must be accompanied by a typewritten index or box list prepared by the agency or organization of origin.
Records transferred from within ten miles of Capitol Square, Raleigh, shall be shipped by arrangement with the Supervisor, State Records Center. Records transferred from beyond ten miles of Capitol Square, Raleigh, must be shipped by the agency or organization concerned, and at its expense.
Effective January 1, 2007, the following fee schedule for boxes and supplies
will apply:
Letter box (1 cubic foot, 12" x 15" x 10.5") - $1.00 each each
Voucher box (9" x 15" x 10") - $.35 each
IBM box (8" x 15" x 3.75") - $.35 each
Preprinted box labels (one per box is required) - $.02 each
Box tape (one strip per box is required) - $.10 each
Sales tax on orders will only be charged to those offices without a Dept. of Revenue sales tax
exemption (a copy of the agency's exemption letter must be on file with the Division of Archives and Records).
The Government Records Branch reserves the right to waive the fee for boxes and supplies, or to
postpone the invoicing process, if it determines that billing for an extremely small amount would be inefficient
and processing costs would exceed the amount billed.
Note: Unused supplies may not be returned for refunds or credit.
If you have any questions about supplies, contact the
State Records Center.
Follow procedures exactly. Agencies must use State Records Center box supplies (nominal fees apply) or records will not be accepted for storage.
Follow records retention schedule disposition instructions. A pdf version of these instructions is available.
Unfold and assemble box, turning short flaps in first then long flaps, positioning so trademark will be on bottom of box, and for letter boxes, the handhold cutout will be nearer the top of box. Tape bottom of box with 3-inch wide paper tape purchased from the State Records Center. Do not use plastic tape; it will petrify and fall off in a short period of time. Boxes with plastic tape will not be accepted for storage.
Place records in boxes in the upright position and in the same order as they were arranged in your office's file drawers. Leave the records in their file folders, but do not pack hanging file folders. If the material previously stored in hanging files was not also stored in regular file folders, place the folder contents in regular files before packing into the boxes. Transcribe folder titles onto any unlabeled folders. Pack neatly but allow about four inches (a fist) of free play in the back of the box (for possible re-file, inter-file, or reference activity).
The standard State Records Center box is sized to accommodate either letter or legal files. Stand letter-size folders the 12-inch way front to rear of the box. Stand legal size folders the 15-inch way from left to right side of box.
Do not pack records from two different Records Schedule item numbers in the same box, not even if they happen to have the same disposition instructions. Keep your records series separate from one another.
Box labels are pre-printed using information from the SRC's database and your office's Records Schedule. (See pdf for an example of a generic box label.) Assign individual box numbers as packed, enter number of total boxes at end of packing. Fill in information below the dotted line on the label by typewriter, ballpoint pen, or fine-point permanent marker (such as Sharpie by Sanford). However, do not use the Expresso Brand Marking Pens by Sanford - they are very impermanent and fade quickly when exposed to light, which leads to an unreadable label.
Adhere the label on the center front (12-inch/short side) of letter boxes-just under the handhold cutout. Adhere the label on the center front of all other sizes of boxes. Identify correct box sequence by numbering all boxes consecutively within each Records Schedule Item/Series. Write the beginning and ending box count on the label. [Example: Box No. 1 of 50 total boxes in series.]
Close boxes by tucking top flaps alternately over and under each other. Do not tape top of box. Complete the Transfer Request Form (RC-2), and contact the SRC to arrange for transfer of boxes.
All boxes which are delivered to the SRC by agencies must be properly prepared, have completed paperwork, and be loaded for delivery in numerical box order (Box 1, Box 2, Box 3, etc.) so as to off-load in reverse box order.
Use of non-approved supplies is not allowed and improperly prepared and shipped boxes will not be accepted for storage.