Records Management in the Government of the District of Columbia: Preparing Records for Storage

The Office of Public Records is mandated by DC Law 6-19 and the District of Columbia Municipal Regulations, Title 1, Chapter 15, to review and approve agency records retention schedules; train records officers in implementing the policies, procedures, and guidelines of managing records; collect, store, preserve, conserve and service historical records in the custody of the Archives; collect, store and service temporary records in the custody of the Records Center; and collect, store and service publications in the custody of the Library of Government Information. 

Public Records and Archive Services is managed and administered through the Office of Public Records and Archives.

Service Details: 

Deeds, Land and Property

Corporations

Genealogy 

Historical Documents

Research Building Permits and Architectural Plans

Related Services: 

District of Columbia Archives

Library of Government Information

Public Records Center

Service Contact: 

Office of Public Records, Administrator

Contact Email:  archives@dc.gov

Contact Phone: (202) 671-1105

Contact Fax: (202) 727-6076

Contact TTY: 711

Office Hours: Monday to Friday 8:15 am to 4:45 pm

Service Location: 

GIS Address: 

1300 Naylor Court, NW

Washington, DC 20001

Office of the Secretary - OS

Office Hours
Monday to Friday, 9 am to 5 pm

Connect With Us
1350 Pennsylvania Avenue NW, Suite 419, Washington, DC 20004
Phone: (202) 727-6306
Fax: (202) 727-3582
TTY: 711
Alternate Number: Notary: (202) 727-3117
Email: secretary@dc.gov

  

Ask the Secretary of the District of Columbia

Agency Performance

Kimberly A. Bassett

Secretary of the District of Columbia

Preparing Records for Storage at the DC Records Center

Once records become inactive, meaning they are no longer needed to conduct day to day business they are stored according to the Records Retention Schedule. This document is often unique to each agency. However, some documents can be managed using the General Schedule. Only inactive records are stored at the DC Records Center. 

This is the only size boxes accepted by the Office of Public Records and Federal Records Center are GSA or FRC Boxes 

Boxes:

• Standard-size box (14¾" x 12" x9½") for legal or letter-size files NSN 8115-00- 1178249
• Please note: Boxes exceeding these dimensions will not fit on FRC shelving. 
• Half-size box (14¾" x9½" x4¾") NSN 8115-00- 117-8338
• X-ray box (18" x 15" x5½") NSN 8115-00-290-3386

Purchase Information:

• Cost about $1.60 per box
• Come in bundles of 25
• Order number:  GSA # 8115-00-117-8249
• Phone number:   800-525-8027
• Website:  wwww.gsa.gov

Things to remember: 

• Write legibly so anyone can understand it and large enough to be seen from a distance
• Initial writing should be in pencil only for purposes of numbering or notes
• Number boxes 1 of 50, 2 of 50, 3 of 50, etc.
• Do not write in the area designated accession number 

To Determine Number of Boxes Needed

• 15 inches of letter size material will fit in 1 box
• 1 letter size file cabinet drawer = 1 box
• 12 inches of legal size material will fit in 1 box
• 1 legal size file cabinet drawer = 2 ½ boxes

• Begin by noting how files are arranged in the file cabinets
• Transfer folders to boxes using same arrangement
• Place letter size files with folder labels facing front of box
• Place legal size files with folder labels facing left side of box

Step 1: Screen Records to Remove All Non-Record Material (duplicate copies, reference materials, etc) 

Step 2: Identify & Separate Records into Series by Title  (e.g. patient medical records, director’s correspondence files, grant application files, clinical record files, construction contracts)

Step 3: Place Records in either Letter or Legal Size Manila Folders

• Remove papers from loose leaf notebooks and/or binders and place in accordion or manila folders
• Remove rubber bands, tape and other acidic materials

Step 4: Arrange Records by the Closing Date or Cut off Year and thereunder by the Particular Numerical, Alphabetical, Chronological or Other Identifiable Sequence for that Series

Step 5: Give each file a unique identifier 

NOTE: We recommend labeling folders using pencil and not stick on labels. These tend to lose their adhesive and fall off over time. 

• Do not over pack boxes
• Leave enough room on each end of the box to easily insert 2 fingers
• Do not use tape to close or seal the boxes
• Total box weight when full = 30 -35 lbs.

After packing your boxes, you must create a box list to identify for both Agency and OPR Reference the contents of each box. There are 5 steps that must be completed when preparing your box lists.

To begin please complete the following steps: 

Step 1: Create a Heading 

• Each Box List should have a heading that contains the following information. 
  • FULL NAME OF AGENCY
  • NAME OF PROGRAM OR SUB-AGENCY
  • ADDRESS & ROOM NUMBER 
  • NAME OF LIST PREPARER & CONTACT INFO.
  • ACCESSION NUMBER
  • RECORD SERIES
  • BOX NUMBER
  • DATE RANGE
  • CLOSING DATE

Example of Box List Header (click to view header) 

RESOURCE: Click Here to Download the Box List Template

Step 2: Add header to subsequent pages:

•  Potomac Region Housing Lease files     Closed 2004     Accession #: 351-10-0037       Box 2 of 9  
   Prepared by John James 3-19-2010

Step 3: Place a copy of the completed box list in each box

• This ensures that there is always a record of the contents of any box. 

Step 4: Create a master box list

• Once you are done creating box lists. Please prepare a master box list to include in your submission to OPR. 
• This document should have the same Header information previously required for single boxes. 
  • FULL NAME OF AGENCY
  • NAME OF PROGRAM OR SUB-AGENCY
  • ADDRESS & ROOM NUMBER 
  • NAME OF LIST PREPARER & CONTACT INFO.
  • ACCESSION NUMBER
  • RECORD SERIES
  • BOX NUMBER
  • DATE RANGE
  • CLOSING DATE
• Example: 
  • 
• Resource: Click to download the Master Box List Template

Step 5: Place a copy of the Master Box List in the first AND last box of the accession. 

• This ensures that there is always a copy of the master box list with the records. 

You have successfully prepared your boxes for transfer to the custody of the Office of Public Records. Your next step is to prepare the SF-135 and contact the Office of Public Records to begin the transfer process. For detailed instructions on that process please visit our "How to Prepare an SF-135" page.