Listing records for transfer

Listing the records for transfer identifies the items (files, volumes, etc) transferred and enables your agency to know what items are held in our custody, if access is later needed.

How to transfer a consignment

To transfer a consignment of a series, complete a consignment list spreadsheet. The completed spreadsheet should be emailed to the Archive Team.

For each unit we require the following information at a minimum in the template tab:

  • unit (box or volume) number (if volumes not able to fit in standard boxes)
  • start date (earliest date in box)
  • end date (latest date in box)
  • storage type (box type or volumes, etc)
  • record format
  • retention status (should always be P for permanent)
  • access determination code

For each item we require the following information at a minimum in the template tab:

  • file or volume number (if files are numbered and volumes are able to fit in a standard box)
  • file or volume title
  • start date (earliest entry on file or in volume)
  • end date (last entry on file or in volume)
  • Records Disposal Schedule (RDS) or General Disposal Schedule (GDS) reference number used to identify the specific item as permanent.

You need to also complete the consignment list cover sheet tab. 

Tips for completing the consignment list

  • list all items in each box in number or date order
  • list items first before completing unit details and the cover sheet
  • do not add or change columns in the spreadsheet
  • do not rename the spreadsheet tabs
  • complete mandatory columns
  • use the required qualifiers if dates are not certain
  • use the required date format
  • use Title Case not UPPER CASE
  • ensure the list matches the contents of the boxes.

Why is the consignment list spreadsheet required?

You must use the consignment list spreadsheet so that the list can be uploaded into our database.

What is a consignment?

Each transfer of records from the same series is called a consignment and has its own list. A consignment may comprise the whole or only part of a series. Consignments are numbered sequentially starting from 1.

For efficient processing of transfers, identify all permanent, inactive records in a series ready for transfer across the agency and prepare a single consignment.

If records from the one series have different public access requirements, then separate consignments are encouraged.

Agencies seeking to transfer multiple, small consignments for the same series may find their request to transfer is delayed or may be asked to consolidate the transfer into a single, larger consignment.

Quality checking of consignment lists

When a consignment list spreadsheet is submitted, it is quality checked by an Archivist to ensure that it is filled out correctly. If a spreadsheet does not meet requirements, you may be required to amend and re-submit it. A transfer will not be approved until the consignment list is correct.

If you require assistance completing a consignment list spreadsheet please contact the Archive team.

If you submit a draft spreadsheet for feedback, list the first couple of boxes only and make it clear that the spreadsheet is a draft for feedback.

 

Back to the top