Transferring Files to Off-Site Storage

Overview

This guide will demonstrate how to create and transfer new boxes to the off-site Information Storage and Retrieval (IS&R) Government Record Centre

User

• All Staff

Resolution

1. Evaluate the content you wish to transfer to off-site storage. Documents should be organized based on the type of record as set out in our records schedule, and as well separated by the years. Feel free to reach out to the Data Governance and Information Management team for a consultation if you are unsure as to which records series to use or need further instructions or clarification. Please see below for links to the available records series.  

 

2. Create a Box Listing: Create a box listing for the documents that will be transferred to IS&R. Each box should include the content of the created box listing, which should be taped on the inside of the lid of the box.  You can create the listing using Word or Excel. Hand-written box listings will not be accepted. Include the Box number, file number, name of file/document, and or any other information that can assist with a search for the records being transferred.

 

3. Pack and Label the boxes: Boxes must be an approved banker storage box type. Please see the instructions on how to order boxes. Each box can only contain one records series. The box should be no more than 25lb (do not overpack the box). Write the box number in the square labelled “Temporary Box # No” with a thick black marker.

4. Create an ESMS Request

1. Navigate to Request a Service

2. Select I&IT

3. Select Records Management

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4. Select Transfer Record

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5. Select Request Service

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6. Fill in the Subject and Description fields, and attach the Box Listing in the Attachment field. Please include details about the staff who will be responsible during the time of pickup and how the vendor who will be picking up the boxes can communicate with your office.

(Note: If the attachment is too large for the field in ESMS, please email it to AGCORecordsManagement@agco.ca and include the ESMS ticket number.)

7. ​​​​​​​Click Submit

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5. Add the Transfer Number to Boxes: Once IS&R provides a Final Transfer List, write the Transfer Number provided on the same side as the Temporary Box # No. Ensure that each box has the correct Transfer Number, Temporary Box Number and Box Listing.

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Once the Request for Records Transfer has been placed in ESMS, a Records & Information Management (RIM) Coordinator may reach out if they have any questions, such as which schedule the box will be sent under, etc.

The RIM Coordinator will fill out the necessary forms for the boxes to be picked up and email that to IS&R and cc’ the requestor.

6. Have Someone Available for the Day of Box Pickup: The requestor will be responsible for the pickup transfer of the boxes, and the communication with the vendor of pickup.  The vendor will contact the requestor prior to pick up to confirm the date. The pickup could be up to six weeks after IS&R receives the request.

During the time of pickup, a copy of the sign-off sheet will need to be retained and email to AGCORecordsManagement@agco.ca as confirmation of pickup.