Creating Box Lists

After you have packed the accession into boxes and labeled the boxes, you must create lists describing the contents of each box. A copy of this list will accompany the Standard Form 135 (SF-135), Records Transmittal and Receipt and the records during various stages of approval and transfer. This list will significantly enhance access to the records for both federal records center (FRC) personnel as well as your own office staff.

Temporary Records

Box List
You should create a list that describes records at the box level. This list should include the accession number, the box numbers, a brief description of the contents of each box, and the date range of the contents of each box.

Permanent Records

Box/Folder List
You should create a list that describes records at the folder level. This list should include the accession number, the box numbers, a brief description of the contents of each box, the date range of the contents of each box, AND the titles of the folders in each box.

You may wish to number the folders in each box and record these numbers on the box list to facilitate retrieval. The FRC, and ultimately the National Archives and Records Administration (NARA), requires this list in order to approve the transfer of permanent records.

National Institutes of Health
Office of Management Assessment | Management Support | Records Management
Last Updated May 16, 2007 | Contact Us