1. Required material for records transfer and reference.
-
a. Standard-size record boxes: 14 3/4" x 12" x 9 1/2" NSN 8115-00-117-8249 (tuck bottom) 14 3/4" x 12" x 9 1/2" NSN 8115-00-117-8344 b. Special-purpose boxes: Half-size box 14 3/4" x 9 1/2" x 4 7/8" NSN 8115-00-117-8338 Magnetic tape box 14 3/4" x 6 1/2 " x 4 1/2 " NSN 8115-00-117-8347 Microfiche box 14 3/4" x 6 1/2" x 4 1/2" NSN 8115-01-025-3254 Microfiche box (archival) 14 3/4" x 6 1/2" x 5" NSN 8115-01-132-1923 X-ray box 18" x 15" x 5 1/2" NSN 8115-00-290-3386 c. Other materials: Filament tape NSN 7510-00-159-4450 Felt-tip marker NSN 7520-00-973-1059 Standard Form 135 NSN 7540-00-634-4093 Standard Form 135-A NSN 7540-00-823-7952 Optional Form 11 NSN 7540-00-682-6423
2. Packing the records.
a. Use the proper size box when packing records. For legal and letter-size material, use standard-size boxes. Use half-size or other boxes only for microfilm, index cards, or other odd-size material. Contact the Washington National Records Center (WNRC) for assistance in selecting the proper container for the odd-size materials.
b. Place letter-size records in the box with labels facing the numbered end. The numbered end will be opposite the stapled end. Place legal-size records in the box so that the labels face to the left of the box as you face the numbered end. Leave approximately 1 inch of space in each box for working the files (more if interfiles will be added later). Leave all glides and tabs in the records if they will help WNRC personnel service the records.
c. Do not overpack the boxes. Never add additional material on the bottom, sides, or top of the records in the box.
3. Preparing Standard Form 135, Records Transmittal and Receipt. and 135-A, Continuation.
a. Completed SF's 135 must be sent to WNRC for approval before shipping records. These forms are used for control purposes. One SF 135 is suggested for each accession of temporary records. A separate SF 135 is required for each series of permanent or unscheduled records.
b. Before forwarding the SF 135 to WNRC, ensure that it contains no classified information.
c. Forward an original and one copy of your completed SF 135 to WNRC. Hold one copy for your suspense file. WNRC will review your SF 135 for completeness and accuracy. If acceptable, WNRC will, within 10 working days, return one copy of the SF 135 authorizing shipment of the boxes.
d. The returned copy of the SF 135 must be placed in box one of the accession before the records are sent to WNRC. (If boxes or other containers are tightly sealed, place this shipment copy in an envelope taped to the outside of the first container.)
e. WNRC will return a copy of the SF 135 to you, annotated with a location number, as a receipt after the records have been shelved.
4. Numbering boxes for shipment.
a. After you receive the approved SF 135 from WNRC, write the accession number and the box number in the designated printed blocks on each box.
b. For boxes without the printed blocks, write the accession number in the upper left corner and the agency box number in the upper right corner of each box. Begin with box number 1 and include the total number in the accession, Such as 1/10, 2/10, 3/10, etc.
c. Do not use labels to supply additional identifying information. No standard method of affixing labels is effective in long-term center storage. Accession number and box number must be at least 1 1/2" high and written directly onto the box with a permanent black ink marker. Provide any additional identifying information in the same manner.
d. Do not write on sealing tape. Do not place tape over accession or box numbers.