FIACCT 05-21_00 Payments – Archiving Payment Documents

Responsibility

Action

Agency

1. Obtain Records Center boxes from Central Stores. These standardized boxes are made to hold letter or legal size records and to fit on Records Center shelving. The Records Center will accept only records stored and packed in these special boxes. Contact the Records Center to make special arrangements if materials will not fit in a Records Center box or if they require special care.
   
2. Complete a Records Transfer Sheet (RTS).
   a. Read the instructions provided with the RTS. When completed
   correctly, the RTS acts as an index to use in the retrieval of records. It also acts as a shipping order.
   b. All RTSs must include the record series number.
   c. A completed original RTS plus a duplicate copy must accompany the boxes being transferred, or they will not be accepted.
   d. Send a copy of the RTS to the Division of Finance.
   
3. Prepare records for transfer to the Records Center.
   a. Pack records in the same arrangement in which they are maintained in your agency files.
   b. Limit box contents to one record series with the same disposition date.
   c. If hanging folders, binders, or three-ring notebooks are used in your office filing system, replace them with manila folders and label each folder.
   d. Use a marking pen with indelible ink to label the boxes. Do not use gummed-backed labels to mark boxes. Include the following information:
   Š Agency name
   Š Agency-assigned box number
   Š Record series number and title
   Š Inclusive dates
   
4. Call the State Records Center to arrange a delivery date and time. The Records Center staff will use a check list to ensure that records are scheduled and RTSs are properly completed before delivery.
   
5. Deliver boxes with the original and one duplicate Records Transfer Sheet to the State Records Center.
   
6. Agency Records Officers should maintain a file of the RTSs to allow for retrieval of records.