Image of physical relocation of paper files Transfer - Paper and digital records require prior approval before being transferred to another department. Records may be transferred for legal, fiscal, or administrative purposes, historical value, the designated “office of record” changes, or the unit is dissolved or restructured.

 

  • Image of physical relocation of paper files
    Transfer - Paper and digital records require prior approval before being transferred to another department. Records may be transferred for legal, fiscal, or administrative purposes, historical value, the designated “office of record” changes, or the unit is dissolved or restructured.

When boxes are transferred to storage, it is understood:

  • Departments are responsible for accurately identifying and communicating the contents of the boxes they submit for storage. 
  • Departments are responsible for all costs of record shredding or recycling. 
  • Departments will maintain a disposition log for all records transferred to off-site storage. 
  • Boxes stored off-site are not destroyed without formal signed authorization. 
  • It is the responsibility of the signatories to ensure that the records in question are not on destruction hold because of litigation, audit, or public records request.