Smoking, eating and drinking should be forbidden in storage areas. Tracking Boxes To keep track of items in the records storage area, a computer software database or program or paper index cards can be used to identify the contents, characteristics and location of each box. Codes can be developed for categories, but they must be standard and used by all departments to prevent confusion. Boxes should be marked with their number and storage location. Black markers can be used to write on labels, or printed labels can be used.
Many boxes have a pre-printed area on one end.
You may wish to order the standard Records Center box, available through state contract. Do not mix records with different destruction dates in the same box. The objective is to discard the entire box of records when its retention period is met, rather than weeding through and separating folders in a box. Schedule destruction date , as set by retention schedules. This field can be sorted by date to keep track of destruction times.