Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records...

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Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public Records

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Transcript of Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records...

Page 1: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

Preparing and Storing Boxes at the

Records Management Center

Presented by: Karen Gray

Records Management DivisionArizona State Library, Archives and Public Records

Page 2: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Management DivisionArizona State Library, Archives and

Public RecordsOnly authorized Records Center for state

agency records (ARS 41-1345.01)Office of the Secretary of State

Page 3: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Location

FacilitiesRecords Center

1919 West JeffersonPolly Rosenbaum Archives & History BuildingMadison & 19th Ave

Page 4: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Officer designationARS 41.1346

Access to RecordsMonday-Thursday 8:00-5:00Fridays: call 926-4035After Hours and weekends

Page 5: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records for Transfer

Criteria for records storageApproved Records Retention Schedule Inactive recordsTransmittal documentation completedEvent date met

Page 6: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Preparing Records for Transfer

Standards for boxesBox Dimensions

12” wide by 10” high by 15” long

Barcode LabelsPacking Records

Page 7: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Preparing Records for Transfer

Transfer Manifestwww.lib.az.us/records/forms/cfm

Page 8: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Preparing Records for Transfer

Boxed Records Data Form

Page 9: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Scheduling Transfer

Approval of transfersScheduling transfers

[email protected]

Page 10: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Scheduling Transfer

Stacking Boxes for Pickup6 high or lessNumeric orderAll boxes in one locationPallatized records

Page 11: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Retrievals

Phone: 602-926-3815 Fax: 602-256-2838 Email: [email protected]

24 hours: Included in storage fees 2 hours: $13.00 After hours: $50.00

Page 12: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Retrievals

Permanent Withdrawal

Change in Disposition Date

Page 13: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Refiles & Interfiles

Refiles Interfiles

www.lib.az.us/records/pdf/Interfile.pdf

Page 14: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Refiles & Interfiles

Overfilled Boxes Reboxing Records Permanent Withdrawal Change in Disposition Date

Page 15: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Final Disposition of Records

Pre-Disposition Release Form Shred Transfer to Archives Return to Agency

Page 16: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Agency Records Destruction

Report of Records Destruction

Page 17: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Agency Records Destruction

Single Request for Records Destruction or Transfer

Page 18: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Disaster Recovery Services

Backup tape storage

Tape Exchange

Page 19: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Center Fees:

Page 20: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Center Fees

Monthly Storage Fees Pick up/Delivery of records Retrieval

24 hoursEmergency (2 hours)After Hours

Refiles Interfiles

Page 21: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Records Center Fees

Delivery Inter-agency MailRequestor pick upU.S.P.S.CourierRMC delivery

Page 22: Preparing and Storing Boxes at the Records Management Center Presented by: Karen Gray Records Management Division Arizona State Library, Archives and Public.

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

Contact information

Karen GrayRecords Management SpecialistArizona State Library, Archives and Public RecordsRecords Management Division1919 West JeffersonPhoenix, Arizona 85009Phone:  602-926-3817Fax:  [email protected]


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Preparing and Storing Boxes at the Records Management Center

Preparing and Storing Boxes at the Records Management Center