Boxing Physical Records for Storage and Disposition

A helpful way to do this is to create a cheat sheet for DalCLASS numbers frequently used in your unit. Contact Records Management staff if you need further assistance with this.

• Active Records are used/referred to frequently (e.g., daily/weekly/monthly) in your office. They should be retained in the office for easy access.
• Inactive Records are referenced infrequently and/or are required to be maintained by the unit due to operational, legal, or regulatory reasons. These can be boxed and listed for storage. Use template: Records Inventory List – Boxes, or create your own inventory list See: Organize and Inventory Records section below.
• Closed Records are ready for secure disposal or transfer (as deemed by DalCLASS) and must be boxed separately from inactive records.

Transitory Records and duplicates can be securely shredded when no longer required without going through the authorized disposition process (i.e., acquiring authorized signatures).

• It is important to follow safe work practices when moving, and storing boxes. By keeping records easily accessible and by accurately identifying box contents it will reduce staff time and effort spent retrieving records.

• When boxing records follow these Dos and Don’ts:

• Write on each folder its DalCLASS number, close date, and disposition type and date (e.g., DalCLASS number = HR53, Closed date = Dec. 31, 2019, Disposition type = Destruction = Dec 31, 2026)

NOTE: If you have difficulty identifying the classification of any records, please contact Records Management staff.

• Sort folders:

• Create an inventory list for each box of inactive or closed records.
• Use template: Records Inventory List –Boxes, or create your own inventory list 
• Inventory lists should include:

1. The box number associated with each folder or group of folders, 
2. DalCLASS number, 
3. Exact title on folder (if not clear add a brief description in brackets), 
4. Date range of records in the folder, 
5. Note if any non-paper in folder (CDs, discs, etc.) 
6. Disposition is (secure destruction or transfer to the University Archives) and 
7. Disposition date.

Note: Box inventory lists should not identify personnel information: e.g., HR53 – Personnel Files – Student Hires: student names & B00 numbers might be recorded on the folders, but the inventory should read: Student Personnel Files A-Z 2010-2015 (date employed range). If the records span more than one box, list accordingly: e.g., Student Personnel Files A-L 2010-2015, Student Personnel Files M 2010-2015, and Student Personnel Files N-Z 2010-2015.Create an inventory lists for inactive or closed records

Once boxes are listed they can be moved into storage.

When storing boxes, ensure they are:

• approximately 10-12 cm off the ground
• not stacked more than 5 boxes high
• stored in a controlled access and temperature-regulated location

Once boxes are in storage, note their location on the inventory list and communicate to unit staff:

• that the records have been moved
• where they are located
• how they can be accessed

Once boxes are listed, they can be processed for secure disposal or transfer to the University Archives. In addition to the completed inventory, you must complete a Signing Authority Form, (if not already submitted) and a Records Disposition Authorization form(RDA). What RDA is used depends on what disposition the records are slated for, Secure Destruction, or Transfer to the University Archives. 

Send all completed documentation to the Records Management Office by email or interdepartmental mail.

Records Management staff will process the documentation and inform you when the boxes are approved for secure disposal or transfer to the University Archives. See the Records Management Policy for more details.

Once records are approved for secure disposal or transfer to the University Archives, it is the unit’s responsibility to organize onsite secure shredding and/or shipping.

Onsite destruction

For a list of shredding services at Dalhousie go to Shredding Services.

Once secure shredding is complete, send the Certificate of Completion to the Records Management Office by email or interdepartmental mail.

Shipping boxes

The Records Management Office advises the advance booking a service to transport the boxes contact the Records Management Offie to discuss a best time to schedule the movers.  

Dalhousie has two options for transportation of boxes: 

1. Internal - Services through Dalhousie’s Facilities Management Transportation and Moving Services (Trucking),
2. External - To be used if Facilites is unavailable. Refer to Procurement’s myDal page outlining service options: Contract Supply and Services Agreements page.  

See table below for best practices in both situations.