Packing Records and Labeling Boxes
Listed below are guidelines to assist you in correctly packing records
and labeling boxes. The Washington
National Records Center (WNRC) will not accept shipments with boxes
that are taped closed or improperly marked or packed. The WNRC will
return such shipments at the agency’s expense.
Packing Records
- Choose the most appropriate box
type for the records in the accession.
- Leave all guides and tabs in the records if they will help federal
records center (FRC) personnel service the records (e.g., to find
a file to be returned to your office).
- Keep records in the same order in which they were maintained while
in use.
- Pack the records into the box as if it were a file drawer.
- Place letter-size records in the box with files facing the numbered
end of the box.
- Place legal-size records in the box with files facing the left
of the box as you face the numbered end of the box.
- Arrange undersized records, such as index cards, into small packages
and tie with string. Place packages in rows within the box with cardboard
dividers between layers.
- Remove papers from hanging file folders or binders and place in
manila folders. All papers should be in labeled folders.
- The box should be at least ¾ full.
- Do not overpack the box. Leave at least 1 inch of space in
the box to facilitate efficient search and retrieval. Leave extra
space if you anticipate interfiling additional records before the
box is transferred to the FRC.
- Do not place materials flat on top of items already in the
box.
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Do not place files on top
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Do not underpack box
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Do not overpack box
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Properly packed box
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- Do not seal the box with tape. Close box by interlocking
the four flaps on top.
Labeling Boxes
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- Write all labels directly on the side of the box that will be most
visible when placed on a shelf. For pre-printed boxes, this is the
side with the accession number and box number. Letters and numbers
should be at least 1 inch high and written with a permanent, black
ink, felt-tip marker. Do not use adhesive labels of any sort. Never
cross out letters or numbers—always use a new box instead.
- Accession number
– Write the number on the lines provided in the designated block on
each box. For boxes without the pre-printed block, write the number
in the upper left corner of the box.
- Box number – Number boxes sequentially as you pack records.
Write the number in the space provided in the designated block. When
you are finished packing all records in the accession, write the total
number of boxes in the space provided in the designated block. For
boxes without the pre-printed block, write the number of the box and
the total number of boxes in the accession in the upper right corner
of the box. Write the numbers in the following format: box number/total
number of boxes in accession (i.e. "1/10," "2/10,"
"3/10," etc.).
- Agency name – Under the block designated for the accession
number, record the name of your agency in the following format: NIH/Name
of Unit (i.e., "NIH/NHGRI," "NIH/NIDCR," "NIH/OD/ORS,"
etc.).
- Media codes – In the bottom left corner of the box, write
the 3-letter media codes that correspond to the non-textual media
records in the box. The list of media codes is available in Section
E of NIH
Manual Chapter 1742, Transfer, Withdrawal and Destruction of Records
at the Washington National Records Center.
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Preparing
Records for Transfer
