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PROCEDURES FOR RECORDS STORAGE:
Ideally, records retention schedules designate when a record series is to be sent to storage. For record series without storage guidelines, consider the following:
- Active and inactive records refer to the reference rate of a record series. As records get older, they are needed less often.
- Records series that are referred to more than once a month per file drawer are considered active, and are kept in the office.
- Records series that are referred to less than one search per file drawer per month can be sent to storage.
- To check the reference rate of a group of records, keep a small piece of paper on each file drawer for a few months. Place a tally mark on the sheet each time a file is pulled from that drawer.
- If you sent a group of records to storage and find you are retrieving them frequently, you may wish to move them back into the office.
- Records that are considered of historic value should be saved in a special, secure and environmentally stable area.
Packing and Storing
- Storage boxes should be uniform in size. Storage boxes are provided by the Records and Storage Department.
- Please do not use binders, metal brads, or large clips when storing files.
- Records should be kept in their original file folder or rubberbanded.
- Fill boxes completely, but do not pack tightly; this will obstruct file removal.
- Larger records and material, such as maps and drawings, may need special handling.
- Boxes should be clearly marked. The Records and Storage Department will provide your office with a label to place on each box. Black markers may be used to write on the box label. Please write only required data as indicated on the provided label.
- Do not mix records with different destruction dates in the same box. The object is to discard the entire box of records when its retention period is met.
- After the boxes are filled and properly labeled, a Records Transmittal form must be completed by your department.
- Once you have completed the above steps, please contact the Records and Storage Department for scheduling the delivery of boxes to be stored.
Disposal of Records:
- Destroying records in a timely manner and according to an approved retention schedule protects the interest of Iberville Parish Government and your department. By following the Retention Schedule in a systematic manner, the cost and time-consuming production of copies for litigation or investigations can be avoided.
- The disposal of records is dictated by a retention schedule. Records destruction will be documented on a standard form, with the appropriate individual approving the disposal.
