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Decode which records should be transferred and which ones should not through conducting a record survey.
Record survey is the look into the records and decides which ones to remain and the ones to go.
After the survey the record manager will provide each department with a retention/ disposal schedule giving the information of the retention period of each record. This will accompany the records to the record centers.
Each departmental head will receive standardized card board boxes. These are recommended boxes for transferring records to the record center.
The records are put in the boxes. Each box should be labeled carefully to show what type of files is in each box.
There is also a transfer form prepared by each department in the organization to serve as a record of what has been transferred.
On the labels there should be an indication of which records are from which department and their retention periods.
The transfer form contains the following details;
1. Date of transfer.
2. Name of the record officer.
3. The type of records.
4. Number of files leaving the department and converting dates.
5. Box numbers.
6. Action column which is left unfilled to be filled after appraisal.
The record center should be conducted for specific transfer instructions before taking the records there
The records should officially handed over to the record center personnel i.e. signing of the transfer form/ list by the record center personnel in duplicate accepting the records.
After the records have been received the record center personnel computes the storage control card. This card indicates the location of storage and instructions on retrieval.
Review of records has to be done from time to determine which records should be disposed off from the record center.
Titany answered the question on July 23, 2021 at 07:44
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