Begin with the End in Mind: A Records Management & Archives ...
Begin with the End in Mind: A Records Management & Archives ...
Begin with the End in Mind: A Records Management & Archives ...
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Senate<br />
The records of state senators should be formally transferred to <strong>the</strong> State <strong>Archives</strong> <strong>in</strong><br />
accordance <strong>with</strong> <strong>the</strong> records retention schedule of <strong>the</strong> Texas Senate, specifically at <strong>the</strong> end of<br />
<strong>the</strong> term of office. Official committee records may be transferred four years after <strong>the</strong>y are of<br />
no fur<strong>the</strong>r adm<strong>in</strong>istrative use to <strong>the</strong> committee. The amount of time for retention may<br />
change, so always refer to <strong>the</strong> Texas Senate <strong>Records</strong> Retention Schedule.<br />
5.2 Physical Preparation: Pack<strong>in</strong>g and Order<strong>in</strong>g Your <strong>Records</strong><br />
5.2.1 For records <strong>in</strong> your offices:<br />
5.2.1.1 <strong>Records</strong> total<strong>in</strong>g 50 cubic feet or less<br />
(about 25 file drawers)<br />
You can transfer records total<strong>in</strong>g 50 cubic feet or less<br />
directly to <strong>the</strong> Texas State <strong>Archives</strong>. Pack <strong>the</strong> records<br />
<strong>in</strong>to records storage boxes. Keep <strong>the</strong> records <strong>in</strong> order and<br />
leave <strong>the</strong>m <strong>in</strong> <strong>the</strong>ir folders.<br />
Pack<strong>in</strong>g <strong>in</strong>structions for transfer of archival records<br />
directly to Texas State <strong>Archives</strong><br />
<strong>Records</strong> storage boxes are available <strong>in</strong><br />
packs of 25 from TIBH Industries, at:<br />
http://www.tibh.org<br />
The boxes are called "Fiberboard Case<br />
Storage Box. Archive Box."<br />
You can do a product search for <strong>the</strong><br />
Commodity Code 615-37-13085.<br />
Pack your archival records for transfer to <strong>the</strong> State<br />
<strong>Archives</strong> <strong>in</strong> records storage boxes (16 <strong>in</strong>ches x 12<br />
½ <strong>in</strong>ches x 10 ½ <strong>in</strong>ches) <strong>with</strong> lift-off lids.<br />
In estimat<strong>in</strong>g <strong>the</strong> number of boxes you need, figure<br />
two boxes per letter-size file drawer and 2 1/2<br />
boxes per legal-size file drawer.<br />
Assemble <strong>the</strong> boxes correctly (See Appendix B for<br />
box assembly <strong>in</strong>structions) to ensure <strong>the</strong>ir<br />
structural <strong>in</strong>tegrity and to protect <strong>the</strong> contents. Be<br />
sure that all flaps are tucked <strong>in</strong>side <strong>in</strong>clud<strong>in</strong>g <strong>the</strong><br />
handhold flaps, which should be tucked between<br />
<strong>the</strong> two side walls of <strong>the</strong> box.<br />
Keep <strong>the</strong> records <strong>in</strong> <strong>the</strong>ir orig<strong>in</strong>al order, whe<strong>the</strong>r<br />
alphabetical, numerical, chronological or some<br />
Note: The use of conta<strong>in</strong>ers o<strong>the</strong>r than<br />
<strong>the</strong> standard records storage box must<br />
receive prior approval from <strong>the</strong> State<br />
<strong>Archives</strong>.<br />
o<strong>the</strong>r arrangement scheme, when remov<strong>in</strong>g <strong>the</strong> records to be transferred from <strong>the</strong>ir<br />
fil<strong>in</strong>g location.<br />
For files <strong>in</strong> numerical order, place <strong>the</strong> lowest number to <strong>the</strong> front of each box.<br />
For files <strong>in</strong> alphabetical order, beg<strong>in</strong> <strong>with</strong> "A" <strong>in</strong> <strong>the</strong> first box.<br />
For files <strong>in</strong> chronological order, place <strong>the</strong>m <strong>in</strong> <strong>the</strong> box by consecutive dates.<br />
Leave <strong>the</strong> records <strong>in</strong> <strong>the</strong>ir folders. Place any loose records <strong>in</strong> labeled folders.<br />
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