2.3.3 Boxing Records - RIM Manual

Specifications for Boxing Records

Ministries and agencies sending records offsite must pack them into boxes in a manner that facilitates their ongoing accessibility, integrity, and security. Boxes sent to contracted offsite storage facilities for government records need to meet the following specifications.

Boxes and Labels

Use approved boxes and labels. These may be ordered from Distribution Centre Victoria (DVC). 

The common records storage box is suitable for most paper records contained in standard physical folders and for analog media such as audio or video tapes in individual cases. These boxes measure 40 x 32 x 25 cm and may be ordered from DCV as product number 7520121002. 

Standard box labels are also available from DCV, as product number 7520121009. 

Oversize boxes and special containers in various sizes may be required for records such as maps, plans, x-rays, or other graphic materials and special media types. Contact RCS for ordering information. When oversize or non-standard boxes are used to prepare records for storage, such details must be indicated on the Off-site Transfer Request form. 

How to Label Boxes

Write the box numbers on the labels. Box numbers consist of the accession number, a dash, and the sequential box number. For example: 96-0067-01, 96-0067-02 … 96-0067-14. 

Use one label per box and affix it to the end of the box. To maintain security and confidentiality, do not put any other identifying information on the box (such as ministry/agency name or records series title). 

If a destination label is needed for transport or delivery, ensure it is clearly legible and affixed to the top of each box. RCS will provide any additional instructions required prior to pick-up. 

Box Packing Specifications

1. Don’t mix schedules within a box. Pack ARCS records separate from ORCS records and/or any other schedules your office may be using. 
2. Don’t mix final dispositions. Box DE, SR, and FR records separately. If this presents difficulty, consult your GRO for guidance. 
3. Box similar records together, if possible. Records in the same box should be ready for disposition within 1-3 years of one another. Also group together records covered by the same ARCS/ORCS classification. This will allow disposition to take place more promptly and efficiently. 
4. Arrange boxes logically. Group together boxes that will be eligible for final disposition on the same dates. 
5. Arrange files in order. Within each box, arrange files in the same order they appear in the file list (that is, in a sequence that matches the list generated by EDRMS Content Manager or manually produced). 
6. Pack files upright with labels visible. 
7. Don’t over-pack. Box should close easily, sides should not bulge, and weight should not exceed 11.25 kg (25 lb). 
8. Don’t under-pack. Where records do not completely fill a box, the remaining space may be filled with inert packing material (e.g. crumpled paper) to support the records and prevent the box from collapsing. 
9. Pack special media or formats appropriately:
   • Rolled maps/plans should not be subjected to undue strain or friction. Use appropriate boxes and do not pack too tightly 
   • Flat maps/plans should be placed in folders in an appropriate, oversize box, or carefully rolled if too large for flat storage 
   • Audio/video tapes should be placed vertically with labels up, after winding at uniform speed to ensure even tension throughout 
   • Microfiche should be packed in individual paper sleeves 
   • Motion picture film should be stored in clearly labelled, properly fitted cans free of rust and corrosion, laid flat inside boxes

What Not to Pack

Do not include digital records stored on portable storage media/devices, such as CD ROMs, DVDs, floppy disks, or external hard drives. The contents of such media need to be stored on government servers where they can be backed up and managed appropriately to support future access; files should be transferred to your LAN or a system such as EDRMS Content Manager. For guidance on legacy records only available on digital storage media/devices, contact GRS. 

Do not include pre-1950 35mm motion picture films. These are most likely recorded on nitrate film, which is highly flammable and cannot be extinguished. When stored in air-tight containers, nitrate can spontaneously combust. As a highly volatile material, nitrate requires specialized handling and storage environment. Consult GRS for advice. 

If you detect a vinegar (acetic acid) odor on any fiche or film, consult GRS for guidance. This “vinegar syndrome” is a sign of serious deterioration that places the records at risk and may be a potential health hazard in cases of prolonged exposure.