Record Center Box Requirements
Inactive and archived paper
records are stored off-site at Vital Records Control (VRC), aka the “Record
Center” or “RELO”, 1300 W. 56thAvenue, in Anchorage, Alaska. Their contact info
is; phone 907-563-7014. VRC’s web site is www.vitalrecordscontrol.com
·
Each box of records sent to the
Record Center is assigned a unique barcode that becomes the lifetime identifier
of that box. The Record Center’s barcodes are entered into CM and associated
with the borough’s box number.
·
Content Manager enables us to track the location of each box,
the retrieval activity associated with each box, and the final disposition of
each box throughout the box’s lifetime. The key identifier in the system is CM
record number, also referred to as the “box number”.
- Boxes stored at the Record Center must meet
certain requirements.
- These requirements help ensure that the
records remain intact and in good condition throughout the entire
retention period.
- If a box does not meet these requirements,
Records Staff will not accept the box for transfer to the Record Center.
The Record Coordinator will need to resolve any issues before the box is
transferred to the Record Center.
- The box must be a standard banker’s (archive)
box, 1.2 cu. ft., 12”x15”x10”, assembled correctly and in like-new
condition.
a)
Each division purchases their own
archive boxes from VRC, utilizing that division’s funds. Record Coordinators
may contact VRC (Ph. 907-563-7014) for current pricing information. The newly
ordered archive boxes will be delivered to the Purchasing Division, with other
supplies purchased by the Borough.
2.
Each box must weigh no more than
25 lbs.
3.
Each box must have at least three
inches of extra space, to allow for record handling.
4.
Each box must have a large-print
label referencing the borough’s box number in CM.
5.
Each folder in the box must have a
current Content Manager label listing the Record Number and Title.
6.
Each box must be accompanied by a
signed Records Transfer List.
7.
Records must be sequenced in the
box in the same order they are listed on the Record Transfer List accompanying
the box. This is important because this listing will be reviewed item-by-item
by the Record Coordinator and Records Staff before the box is accepted.