Jefferson Lab > IT/CIO > IR
Privacy and Security Notice

Records Storage Procedure

JLAB has established a records holding area for the storage of inactive records. The records holding area is secure and access is allowed to authorized personnel only. To store records, the Records Creator/Coordinator should do the following:

  1. Records must be scheduled.
    • Records are to be scheduled according to the DOE Administrative, Environmental, or Research and Development Records Schedules.
    • Review the applicable schedules, determine which particular schedules apply to your records. The schedule will be entered on the New Records Submission Form (see #5 below).
    • Keep records together based on the schedule applied and the year in which the record was created.
  2. Obtain official storage boxes. They are available in webstock. Contact the Records Manager, if you have difficulty obtaining boxes. Transfer the records to be stored to these boxes.
    • Official storage boxes are those which are UPS shippable and meet Federal Records Center Standard for storage.
    • Dimension of an official size storage boxes is: 14 1/2 x 12 x 9-1/2 in.
    • Official storage boxes are in one piece -- they do not have lids.
  3. Box records according to the schedules/years
    • Do not mix records of different schedules in a box UNLESS they are retained for the same period of time.
    • All of the records contained within a box must share the same disposal year.
    • The individual files within the boxes will not be reviewed for individual disposal dates. The entire box will be kept until the latest date of disposition.
    • Efficient packing will alleviate records storage volume and improve records disposition procedures. Do not use binders. Separate files into clearly labeled file folders instead.
  4. The boxes should left unsealed and unmarked. Place a list of the contents of each box inside each box. If using a departmental log number, do not use the same number more than once - each box should have its own individual number so there will be no confusion when attempting to retrieve records.
  5. Go to the New Records Submission Form, complete all fields, and submit.

Upon receipt of New Records Submission Form, the Records Manager will assign a Records Management Box Number. All related records information is input into the records database.

You will be notified of the RM Box Number and Storage Location when the transfer is completed.