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RECORDS CENTER SERVICES
State Records Centers (SRCs) are facilities where agencies should deposit inactive records as an extension of their files. They are located at 1501 Cebrian St., West Sacramento, CA, 95691 and 3240 Industrial Blvd., West Sacramento, CA, 95691. The mailing address is 1501 Cebrian St., West Sacramento, CA, 95691 and the shipping address is 3240 Industrial Blvd., West Sacramento, CA, 95691. These centers should be used by agencies to store records which must be retained for a time but are not needed for day-to-day operations. Generally, records are considered inactive if they are referred to no more frequently than once per cubic foot per month. Records stored at SRCs remain the property of the depositing agency.
HOW THE STATE RECORDS CENTER SAVES MONEY
Yearly Savings on Content of One File Cabinet
(Space and Equipment Costs only)
Total Cost
in State Records Center
$7.35 |
Total Cost
in Office Space
$155.70 |
SAVED:
$148.35 Yearly
Every time the contents
of a cabinet are transferred
to the State Records Center |
| A 5-drawer letter-sized file cabinet 7.5 cubic feet of records. (Fiscal year 1991-92) |
A records center can turn into a costly operation if its function is not understood clearly. If should not be a burial ground for dead records. Nor should it contain relatively active records. It should contain those records not active enough to justify continued retention in the office, but which must be available for a specified period of time on an intermittent reference basis, or to satisfy legal requirements.
Destruction of records stored in the records center is not automatic when the retention period expires. The records center notifies the depositing agency on a Computer Printout Authorization for Records Destruction that the records are subject to destruction. The records will be destroyed when the original copy or the Computer Printout has been returned showing the Records Management Analyst's signature, indicating that the records are approved for destruction.
The records center can provide a computer listing of material an agency has on deposit. This listing, titled "Box Records by Agency," is printed out on request only, but not more often than once in every six months for any one agency.
The listing will assist in keeping track of records on deposit in the records center and can be especially helpful when approving payment of records center billings. It lists each Transfer List by number, accession date (year and quarter the material was accepted by the records center,) disposal date (year and quarter provided on the Transfer List,) container or shelf number(s) and total holding by facility for each billing code.
INSTRUCTIONS FOR TRANSFERRING RECORDS TO STATE RECORDS CENTER FOR STORAGE
State agencies are encouraged to deposit inactive records as an extension of their own files in the records centers, provided the records are covered by an approved Records Retention Schedule. The following procedure is to be used for transferring records to the records centers.
Responsibility
Action to Be Taken by the Transferring Agency
- Records Storage Containers may be ordered from Central Stores, Office of Procurement, under the heading "Record Storage Containers", Stock No. 8115-726-2241-3.
- Pack records upright in records containers in the same order as they are kept in agency files. Please do not pack tightly. Allow enough empty space in each container so that possible interfiling can be accommodated. All containers must be secured for transfer. DO NOT USE TAPE OVER THE FRONT OF THE BOX (the printed end).
- Number containers in consecutive order, using the printed box space provided. Do not mark contents, agency name or any other information on the box.
- Form STD. 71, Records Transfer List, may be ordered from Central Stores, Office of Procurement. Prepare Form STD. 71, Records Transfer List. The Records Transfer List is the official document used to transfer custody of all record from agency files to Department of General Services records center. A Records Transfer List is prepared for each shipment of records. One copy is retained by the records center and the duplicate returned to the depositing agency. All entries must be double-spaced with no more than 20 boxes per page. The Records Transfer List should be completed as indicated in the following instructions (also printed on the back of form STD. 71).
- Billing Code -- Enter the agency billing code to which storage is to be charged. This code must be verified by the Records Management Analyst for the depositing agency.
- Destruction Date - Enter date (year and quarter, i.e., 1994,2) the records are to be destroyed. The same destruction date must be given for all records on the list. Complete a new transfer list for each record series having a different disposal date.
- Transfer List Number - Number the Records Transfer List for the first shipment of records "1" and continue in numerical sequence for each transfer thereafter. Do not begin with "1" at the start of each year, but continue from previous year.
- Storage Location - Check Records Center facility where records are to be stored.
- Destruction Method - Enter either "Confidential" or "Nonconfidential"
- Volume Transferred - Enter the total volume transferred, in cubic feet, for each shipment of records. If records are stored in other than standard records center cartons, the cubic feet will be entered by Records Center staff.
- Acceptable storage types are: Records Center Box, Check Box, Roll Plans, 16mm Film, 35mm Film and 1000 Foot Reels. Call the Records Center for the correct description for any other storage type.
- Schedule Number - Enter the schedule number of the Records Retention Schedule on which the records are listed. Please call your Records Management Analyst for more information about your Records Retention Schedule.
- Approval Number - Enter the Department of General Services approval number from the Schedule on which the records are listed.
- Box Number - Enter the number assigned to the records container after it was packed. Begin each transfer list with box number "1".
- Description of Records - Enter the same description of the records as that used on the approved Records Retention Schedule STD. 73.
- SRC Storage Number - Do not complete this column.
- Years Covered by Records - Enter year date of the records in this space. If the records cover several years, the earliest and latest years should be shown (example: 1990-91).
- Archives Flag - Enter an "X" if State Archives has flagged these records on the schedule.
- Item Number - Enter the item number for these records from the Schedule on which they are listed.
- Forward two copies of the completed Records Transfer List to the Records Center in advance of the shipment of records. EXCEPTION: For storage of microfilm in the vault, read the Vault Storage section. Agency records will not be accessible to the depositor for two weeks after receipt by the SRC.
Action to Be Taken by the State Records Center
- Check Records Transfer List for proper completion by agency. Clear any discrepancies with the transferring agency.
- Assign storage space numbers to the Records Transfer List. Delete numbers from the Space Availability List. Advise agency when transfer can be accepted and issue instructions regarding addressing and securing containers for shipping.
Transferring Agency Responsibilities (Continued)
Ship records PREPAID to the Records Center. "Collect" shipments will be refused by the Records Center. Use state vehicles, interagency messenger service, contract carriers or private vendors for shipment of records. Further information may be secured by contacting the Records Center. For shipping information contact the Office of Procurement, Traffic Management.
State Records Center Responsibilities (Continued)
- Verify shipping invoice against shipment received and Records Transfer List. Sign shipping invoice.
- Stamp storage space numbers on boxed corresponding to the numbers on Records Transfer List.
- Place boxes in assigned storage space.
- Sign and date both copies of the Records Transfer List. The original goes to computer entry and the duplicate is returned to the transferring agency.
- Information from the original Records Transfer List goes into computer inventory and is then placed in the active Records Transfer List library.
VAULT STORAGE FOR VITAL RECORDS
It is state policy that records on microforms which have been declared to be vital (essential), as defined in the Vital Records Handbook, be stored and preserved in the Vital Records Protection Vault. The storage, service and shipment of these records to the vault will be handled through the State Records Center. All records must be covered by approved Records Retention Schedules.
The procedure outlined below must be followed for vault storage.
TRANSFER OF VITAL RECORDS
Prepare the STD. 71, Records Transfer List, in triplicate. To deposit vital records on microforms, transmit all copies to the State Records Center, 1501 Cebrian, West Sacramento, 95691, at time of shipment (shipment must be prepaid).
Upon verification of the receipt of the shipment a signed copy of the Records Transfer List will be sent to the agency. Periodic transfers of the records to the Vault will be accomplished by the State Records Center.
RETRIEVAL OF VITAL RECORDS
Form STD. 76, Reference Request will be used for the withdrawal of any of the records for reference, duplication or inspection purposes.
Complete the Reference Request and transmit it to the State Records Center at the Cebrian Street address and the request will be serviced in a reasonable period of time.
Return the record when no longer needed to the State Records Center at the Cebrian Street address. Be sure the second copy of the Reference Request is still attached to the record. |
