Transfer process for physical files

Transfer process for physical
files

Quiz – Question 1

z How many hours does it take to sort 35,000 files into
either “transfer to Archives” or “destroy”?

a. 400
b. 1750
c. 3500

Copyright Concord Pacific Ltd trading as The Flying Filing
Squad 2

Quiz – Question 2

z How many London boxes can you make in an hour?

a. 20
b. 30
c. 40

Squad 3

Quiz – Question 3

z How many hours to apply schedules to 6400 files?

a. 100
b. 200
c. 50

Squad 4

Quiz - Question 4

z What is the trigger to transfer

a. Compliance with Public Record Act 2005

b. Ran out of space

c. Need to reel in the off site storage costs

Squad 5

You’ve just got to have a good list…

y A good list

x Provides information needed to apply a schedule

x Is clean (no macros running in the background)

x Is easily managed

Squad 6

Prepare to apply the schedules

y Research organisation to understand the business

y Take a copy of the list to work on

y Insert columns to

x note the disposal decision

x Access decision

Squad 7

First - Apply the GDAs

y GDAs first - they are easier to apply

Squad 8

Second - Organisation’s schedule

y Use filtering and sorting in excel to cluster files
together

y Disposal decision AND Access Decision required

Squad 9

A word about Access Decisions

y Access decision must be made before the
transfer will be accepted

y These decisions can take some time to agree
so get started on this early

Squad 10

Tips and tricks

y Insert a column and number it 1 through to the
end (may need to sort back to original order)

y Use filtering and sorting in excel to cluster files
together

Squad 11

Tricky bits with the list

y Check the file references

x 12/2/9 may become 12 Feb 1999

y Check the dates

x Mar-1979 may become “36954”

Squad 12

Ready to prepare for Transfer?

Schedules applied

Space to do the work

Staff to do the work

Squad 13

Resources

y ANZ Guide to Listing and Boxing G2

y Disposal Standard

y GDAs

y Relevant Disposal Authority

y Print out of the list

Squad 14

Set up – Discuss with ANZ

z Transfer date to ANZ

z Transfer archivist can attend initial briefing

z Accession number issued

z Confirm packaging (type and totals) required

Squad 15

Set up - Brief the staff

y Explain the job

y Background to the files and agency

y Make up first 100 London boxes

Squad 16

Make up London Boxes

Squad 17

A pallet of London boxes

Squad 18

Order up the boxes

Squad 19

The cost of retrieving boxes

z Every time a box is moved there is a cost. Ideally
y Boxes are retrieved once
y Files for destruction are held on a pallet waiting
authority to destroy
y London Boxes are stacked on separate pallets

Squad 20

You’ve got your head in the box!

z Ideally
y The files in the box match the list
y You select the files for archiving
y Check the file title with the list
y Edit if necessary
y Put in London Box that has your unique identifier
y Note list of the new London box number

Squad 21

London boxes

Squad 22

Be VERY careful

Squad 23

Files for destruction!

z Ideally
y You note the files for Destruction
y Check the file title with the list
y Edit if necessary
y Leave in storage Box
y Note list file found

Squad 24

What actually happens…

z Box contents are not what is on the list
y Put the whole box aside for later
z Some files in the box are not on the list
y Put the file aside to list later
z A box turns up that is not on the list
y Put the box aside to consider later

Squad 25

How accurate is the listing?

z File title is different but number same (or vice versa)
y Confirm it is the file – if yes edit list
y If no, put it aside
z Open and close dates are wrong
y Confirm it is the file – if yes edit list

Squad 26

Files are full of thermal paper

z Thermal paper in a file is a no no.
y Note the list that paper found
y Consult your transfer archivist

Squad 27

Files you wouldn’t want to handle

z Files infested with silverfish
z Fungal growths in the box

Squad 28

Yahoo! Boxing complete

z Stack the boxes three high on pallets
z Ensures that the boxes do not crush
z Odd sized boxes need special help

z Prepare the lists
z Send to transfer archivist

Squad 29

ANZ 5% check

z Transfer Archivist organises a visit
y Depending on size, more than one archivist
y Have the opportunity to fix any error

Squad 30

ANZ doing the 5% check

Squad 31

Clean Bill of Health

z Time to transfer
y Go back over the boxes and write on
x Box number

x Agency code

x Accession Number

Squad 32

Prepare list to transfer standards

z Strip out all extra information

z Edit box number

z Insert Agency code and Accession Number

Squad 33

Documentation complete

z Agency documentation signed off by agency
y (full information on ANZ web site)
x Access authority

x Transfer documentation

Squad 34

Co-ordinate transfer

z Check with ANZ for a suitable time to receive

z Check with freight company

Squad 35

But wait, there’s more - Destruction

z Prepare a list of files for destruction

z Authority given to destroy

z Organise destruction

z File the list for future reference

Squad 36

Any questions?

z Each job is unique

z There are common themes running through them

Squad 37

Quiz – Answers

x1 b - 1750 hours to list 35,000 files

x2 c – 40 London boxes an hour

x3 a – 100 hours to apply a schedule

x 4 a, b and c – it all depends…

Squad 38

Transfer process for physical files

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Transfer process for physical files