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Purchase boxes
The shelves at the Records Centre are designed for standardized storage boxes. Using the correct boxes ensures your records are properly protected and fit securely on the shelves.
Approved boxes include:
- Staples stock number: STP20657
- Grand & Toy stock number: BOX
Box requirements include:
- hinged lids to prevent mix-ups
- standard size (12” x 10” x 15”)
- sturdy and undamaged
Boxes will not be accepted if they:
- have any old or identifying writing on the outside
- are the wrong size or design
- have broken or missing lids
Pack boxes
Follow these guidelines to ensure your records are stored properly.
Do:
- For operational records, pack only one records series per box.
- For common records, different records series can be packed together if they share the same final disposition and final disposition date.
- Keep file contents neat. Documents should not hide the file names or extend beyond the folder.
- Make sure the box is easy to lift, keep the weight under 15 kg (33 lbs).
Don’t
- Overfill boxes. Sides should not bulge, and lids should be easy to close. Leave just enough space in the box so files can be removed easily.
- Leave boxes partially empty. There is limited space available at the Records Centre.
- Pack records that span more than five years in the same box.
Label boxes
When your boxes arrive at the Records Centre, they will be assigned a storage location. Until then, your boxes need to be labelled with a temporary box number. This makes sure that they are easy to keep track of while they are being transferred.
Temporary box numbers
- Where to write it: on the edge of the lid on the left side of the box.
- Use a heavy black marker
- Suggested format: [Year of transfer] - [Box number]
- Example: 2025-01
Don’t
- Use the location table printed on the box. This is for Records Centre use only.
- For privacy and security reasons, do not label the outside of the box with identifying information, such as the department name or contents.
- Use more than 9 characters in your temporary box number.
Make a Records Transfer List
A Records Transfer List is required for every box you send to the Records Centre. It acts as a detailed inventory of the records inside each box.
View an example of a completed Records Transfer List form (PDF 467 KB)
Download the Records Transfer List form
Download and complete the Records Transfer List form (DOCX 43 KB), or use one generated by your organization’s Electronic Documents Records Management System (EDRMS).
Fill in the required details
General information
- Records series title: The name of the records being transferred (e.g., Employee Files, Financial Reports).
- Department name: The full name of your department
- Branch & city: The office location where the records were created.
- Schedule number and final disposition: The retention schedule that applies to these records.
- Records custodian: The person responsible for these records, including their contact details.
Box details
- Temporary box number: Unique number for tracking the box.
- File number: The number assigned to each file inside the box (if applicable).
- Date range (From – To): The earliest and latest dates of the records in the box.
- Description: A brief title or identifier for each of the files.
Print and place the records transfer list in each box
Keep a copy for your records and update it with the assigned box location once the transfer is complete. You can access your box locations and transfer information in ‘My Transfers’ in the Records Centre Services system.
Prepare for pickup
Having boxes ready for pickup ensures a smooth and efficient transfer.
- Wait for confirmation of your pickup date.
- Group boxes together in one area for easy collection.
- Confirm the number of boxes you have matches your request.
When you’re done
While your records are at the Records Centre, they remain accessible to you until their final disposition.
Get help
For questions about packing or transferring records, contact the Records Centre Services team.