Steps for Transferring Physical Records to Records Management Warehouse
Step
Action
1
Verification of Official Records (ONLY) for storage
: Only official records are eligible for inactive storage. No convenience copies are accepted.
  • If you have questions, contact Records Management.
2
Ordering Boxes
 Coordinate with your District and Division purchaser to submit order for boxes item number: (NIGP # 615-37-13-0850).
  • Each standard box holds 13 inches of letter-size, or 10 inches of legal-size records (allowing handling room).
  • Boxes with dimensions outside of the standard box size must be approved before sending to the Records Management Warehouse.
  • Records shipped in any other container without approval will be returned to sender.
3
Preparation of Records.
Make sure you only packaging official records in the boxes.
  • Do not pack convenience copies or working papers.
  • Retrieval is faster if the records are stored in their folders in the original sequence.
  • It may be helpful to include file guides from the original files.
4
Packaging of Boxes.
  • All boxes must be properly assembled so the bottom does not fall out when the box is filled with records.
  • There should be two inches of handling room in a full box.
  • Records will be stored exactly as sent.
  • Boxes are required to be accompanied by a hard copy of the1419 Records Transmittal Form.
  • In addition, please attach the electronic 1419 Records Transmittal Form in the IT Ticket (Physical Records Request).
  • Pack only
    one Agency Item Number Record Series
     to a Box.
  • Pack only records with the
    same destruction year
    .
  • Be sure to leave handling room. Do NOT overstuff boxes.
  • Make sure
    all information (fields) are addressed
     on the 1419 Records Transmittal Form.
  • Non-standard size boxes can be shipped with prior authorization with the Records Management Warehouse.
5
Marking of Boxes
If more than one box is used, mark them with temporary box numbers (1, 2, 3...). For Districts and Divisions with specific box numbering schema – they can continue to use their own box numbers. (example: ROW/HRD).
  • Mark the number (about one inch high) to the left of the handhold cutout on the box end.
  • Number the box, not the lid, because lids are interchangeable.
  • Do not write any other information on the box.
  • Make sure the numbers correspond to how boxes are listed on 1419 Records Transmittal Form
  • Each box should have a corresponding row in the form. For example, if there are 12 boxes being shipped then the form should list 12 rows.
(See Chapter 10 “Inactive Records – Transmittal and Storage Documentation” for detailed instructions).
6
Transferring of Boxes.
Austin headquarters divisions and offices use interoffice mail if there are five or fewer boxes.
To schedule larger shipment, prepare a Courier Pick Up/Delivery Form 2539 and email
SSD-DeliveryLogistics@TxDOT.gov
. If you require additional assistance contact Records Management.
If there are enough boxes to ship on a pallet, do the following:
  • Stack boxes no more than six high.
  • Stack boxes in numerical order, top to bottom, left to right.
  • If boxes are stacked more than for high, it is a good idea to shrink-wrap the pallet.
7
Completing 1419 Records Transmittal Form.
All boxes are required to be accompanied by a hard copy of the 1419 Records Transmittal Form. (See Section 3 “Transmittal and Storage Documentation” of this chapter for detailed instructions)
Ensure all required information for the records is identified on the 1419 Records Transmittal Form. After completing the form:
  • Submit an IT ticket (Other IT Services – Physical Records Request)
See example below.
  • Attach 1419 Records Transmittal Form to the IT Request – Physical Records Request (See Figure 10-1).
  • Place the printed 1419 Records Transmittal Form on top of the records in Box 1.
  • Do not tape lids to boxes.
  • Once the boxes are received by Records Management then the “Storage Location” column will be filled out. The form will be returned to DD as a convenience copy and the Storage Location identification number will be referenced by DD when requesting information.
Physical Records Request. (click in image to see full-size image)
Figure 10-1. Physical Records Request.