Index stored records in sufficient detail to retrieve them. The 1419 Records Transmittal Form is designed to capture this information.

Include the location (pallet number, shelf location, etc.), a reference to the Agency Item Number on the TxDOT Records Retention Schedule, and the date the records become eligible for destruction on the index.

Furnish a copy of the index in a pending file, arranged by destruction date, to your Records Administrator. The list can serve as a detail attachment when documenting records destruction.

For quick retrieval, attach an index or list of contents to each box. You may also want to place a copy of the index inside the box.

Mark boxes visibly to identify the contents and destruction date. Include only records with the same destruction date in any single box. You may want to use different colored markers for different destruction dates and avoid colors that fade in sunlight.

Mark any boxes that contain either vital records or records requiring review by the State Archives before destruction.