Section 4: Receipt and Storage Location
Receipt Procedures
Before transferring physical records to the Records Management
Warehouse there should be coordination with Records Management to
validate all information is accurate and avoid sending records back.
On receipt of records transferred to storage, Records Management
does the following:
- Verifies the records are eligible for storage at a TxDOT Records Warehouse. Validates box count and records retention information with the enclosed 1419 Records Transmittal Form.
- Records will be returned to the sender if:
- 1419 Records Transmittal Form is missing, incomplete, inaccurate, or illegible.
- Records transferred are not official records.
- Records are not packed in standard document storage boxes.
- Verifies the beginning and ending records in each box correspond with the information on 1419 Records Transmittal Form.
- Assigns and enters the storage box number and returns a copy of the transmittal back to the Records Administrator to use for future retrieval.
- Closes the IT Ticket and attaches the final signed 1419 Records Transmittal Form.