Preparing records for transfer

To prepare permanent records for transfer to State Records' custody you need to:

Sort the records

Before boxing and listing the records you should ensure:

  • the records are permanent in a Records Disposal Schedule (RDS) or General Disposal Schedule (GDS) and you know the reference number for each item
  • the records are in their number or date sequence

  • you locate any permanent records missing from the sequence

  • filing is complete

  • files have a clear title

  • obvious duplicate copies are removed

  • contents of lever arch files or binders are placed in file covers

  • documents are secured to the file, and unnecessary bulldog and paper clips or rubber bands are removed.

If the records show signs of mould, insect, water or other damage, or include USBs, CDs or other media contact the Archive Team for advice. 

Box the records

Boxing and listing should be done at the same time to ensure the list of items added to the box matches what has been placed into the box.

Standard box types must be used.

Files should be added to boxes in number order, all facing the same way.

Ensure boxes are filled, with enough space to fit your hand down inside the box.

For advice about preparing records that do not fit in standard boxes and records in other formats including volumes, bundles, maps, plans, index cards, photographs and negatives, microforms, contact the Archive Team.

If records are transferred and do not meet the physical requirements of State Records, they may be returned to your agency for correction at your cost, or your agency may be invoiced, as per State Records’ regulated fees and charges, for the time taken by an Archivist to re-process the records.

Accepted box types

State Records will only accept boxes with the State Records label printed on them. We do not accept transfers of records in other boxes.

The following standard box types have been designed to fit on State Records’ shelving to maximise the use of space and enable safe retrieval and handling:

Suitable for files and small volumes

  • Type 1: depth 390 mm x width 170 mm x height 260 mm
  • Type 2: depth 390 mm x width 85 mm x height 260 mm

Suitable for index cards

  • Type 3: depth 390 mm x width 165 mm x height 120 mm (small cards)
  • Type 5: depth 390 mm x width 220 mm x height 145 mm (large cards)

Suitable for medium sized volumes and dot matrix computer printouts

  • Type 10: depth 390 mm x width 440 mm x height 120 mm.

Box suppliers

Type 1 boxes are available from:

Cavan Corrugated Products (part of VISY)

2/9 Sharp Court



Phone (Joe): 0407 398 674

Phone (Ryan): 8162 2500 


Fax: 1300 139 367
N.B. Please quote the product code S8020 Type 1. Please make sure that you add Type 1 to the end of the product code, Recall have a similar product with a similar product code (S8020) that State Records does not accept.


The Information Management Group (TIMG)
Contact: Maurice Hewson
Ph: 8416 5606
Fax: 1300 669 140
Product code: type 1

If you wish to order a different sized box type, please contact the individual supplier directly. Cavan Corrugated Products (VISY) should be able to offer all box types but other suppliers on-sell the product and may not offer all sizes.

Label the boxes

Boxes should be labelled in pencil until your transfer has been approved and a date for the transfer has been agreed.

Once the transfer if approved, boxes must be labelled clearly and legibly in black permanent marker.

State Records will not accept boxes with crossings out, liquid paper or sticky labels on them.

If changes to the labelling are required and you have already labelled the boxes in permanent marker, turn the boxes inside out and re-label them, or use new boxes.

The State Records box label has four sections.


Section 1: Series and consignment number, e.g. GRS 5000/1/P

Section 2: The date range of the records (in years), e.g. 1986 - 1988, or 1992

Section 3: First file or volume number (if no numbers leave empty)

Section 4: Last file or volume number (if no numbers leave empty)

The unit (box) number should be written in the bottom right hand corner.



Example of a box labelled for an annual single number file series with an alpha prefix:

Example of a box labelled for a three-tiered numerical file series:

Example of a box labelled for an alphabetical series:

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