JLAB has established a records holding area for the temporary 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:
- Records must be scheduled.
- Records are to be scheduled according to the DOE Records Schedules.
- Review the applicable schedules, and determine which ones apply to your records. The relevant schedule must be entered on the inventory that must be included in your box of records;(see #4 below).
- Keep records together based on the schedule applied and the disposition of the records.
- The following boxes are available on webstock (FSI): Bankers Box STOR/FILE 789 Medium-duty Storage Box (FEL0078907)
Internal Dimensions: 12" Width x 15" Depth x 10" Height - External Dimensions: 12.8" Width x 16.5" Depth x 10.4" Height - 550 lb - Media Size Supported: Letter, Legal - Lift-off Closure - Medium Duty - Stackable - White, Blue - For File - Recycled - 4 / Carton - Fill boxes with records according to the schedules/years
- Do not mix records of different schedules in a box UNLESS they are retained for the same period.
- Make every effort to ensure all records in the box have 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.
- Inventory each box and create a word or excel file containing the inventory of each box. Place a paper copy of each box's inventory inside the box and email a digital copy to records@jlab.org.
- The boxes should left unsealed and unmarked.
- Send email to records@jlab.org indicating how many boxes you have and where they are located. If you haven't already, please send your digital inventory attached to this email.
Upon receipt of your email with inventory, a JLAB records management identifier number will be assigned to each box and data from the provided inventory is input into the records database.
You will be notified of the RM Box Number and holding area storage location when the transfer is completed.
