Please use No. 15 Miracle boxes (12"W x 15"L x 10"H) from the Paige Company (1-800-662-6937) for storing permanent records. You may use Archives Boxes from Cardinal Office Supply for storing non-permanent boxes in your area.
Packing your boxes will help preserve the records as well as make them easier to find. Make sure to maintain the exact order of the files when packing.
Letter-size folders should be packed facing the 12" side of the box and legal-size folders packed facing the 15" side. If you have a mixture of the two folder sizes, pack them facing the 15" side.
Letter
Legal
While facing them that direction will take more space than necessary for the letter-size folders, it is better to prevent damage to the legal-size folders and records.
Leave a couple inches of space between the last file folder and the box so that you do not overpack the boxes.
Remove any hanging file folders since they do not fit well in the boxes and will eventually damage the box.
For transfers to the Special Collections and Archives Department, each box should contain only one type of record. In other words, do not put things like correspondence, routine financial records, and student records in the same box. Each type of record, or series, has its own retention plan, and mixing different series may require you to keep certain records longer than is required.
Pack the records in the same order they were filed in your office.
Attach a typewritten box label to the top of the box. Include another copy of the box label inside the box. The four necessary elements on a box label are:
The department of the University.
The series number and title of the material.
The date span of the material.
The box number and the total number of boxes in the series