Preparing and Storing Boxes at the Records Management Center
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Transcript of Preparing and Storing Boxes at the Records Management Center
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Preparing and Storing Boxes at the
Records Management Center
Presented by: Karen Gray
Records Management DivisionArizona State Library, Archives and Public Records
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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
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Location
FacilitiesRecords Center
1919 West JeffersonPolly Rosenbaum Archives & History BuildingMadison & 19th Ave
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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
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Records for Transfer
Criteria for records storageApproved Records Retention Schedule Inactive recordsTransmittal documentation completedEvent date met
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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
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Preparing Records for Transfer
Transfer Manifestwww.lib.az.us/records/forms/cfm
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Preparing Records for Transfer Boxed Records Data Form
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Scheduling Transfer
Approval of transfersScheduling transfers
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Scheduling Transfer Stacking Boxes for Pickup
6 high or lessNumeric orderAll boxes in one locationPallatized records
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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
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Records Retrievals
Permanent Withdrawal
Change in Disposition Date
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Refiles & Interfiles Refiles Interfiles
www.lib.az.us/records/pdf/Interfile.pdf
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Refiles & Interfiles
Overfilled Boxes Reboxing Records Permanent Withdrawal Change in Disposition Date
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Final Disposition of Records
Pre-Disposition Release Form Shred Transfer to Archives Return to Agency
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Agency Records Destruction
Report of Records Destruction
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Agency Records Destruction
Single Request for Records Destruction or Transfer
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Disaster Recovery Services
Backup tape storage
Tape Exchange
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Records Center Fees:
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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
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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
Records Center Fees Delivery
Inter-agency MailRequestor pick upU.S.P.S.CourierRMC delivery
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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]