Records Center

Send a box

For a printable version of the guidance below, download our Records Center Box Packing Guide.

1. Plan before you pack

   Include only one record series per box (no mixed series) and make sure the records are eligible for Records Center storage. You may need to review your retention schedule.

   Storage eligibility requirements:

   • Records are primary copies and classified as public records in accordance with RCW 40.14 (i.e. not duplicate copies or transitory records)
   • Records that have been digitized in accordance with a Digitization after Digitization (DAD) approval and standards set forth in WAC 434-663 are not eligible for storage at the Records Center
   • Records must have met their cutoff date (i.e. Date Closed) and are no longer needed for agency business and are deemed inactive by the agency
   • Records must have at least one calendar year left of their retention period
   • Records that are past their approved retention period are not eligible for storage at the Records Center unless they are required for response to pending litigation, audit, public disclosure request or legal hold.
   • Records must be entered in Content Manager (CM).
2. Box your records appropriately
   • Records must be placed in standard 12"x10"x15" boxes with double-walled construction and attached lid. Keeney's #FEL-12772 is the officially recognized box - all other box types and oversized boxes will be granted storage eligibility on a case-by-case basis by the Records Center Supervisor
   • Do not under-fill a box. It must be full with no more than 2 inches of free space to be accepted by the Records Center. For partially-full boxes, please contact the Records Center to discuss possible solutions
   • Do not over-fill a box. All folders should fit inside comfortably. Each box has a maximum weight of 30 pounds.
   • Do not include 3-ring binders, hanging file folders or large metal fasteners (binder clips).
3. Label your boxes

   You must use box labels purchased online from the King County Print Shop. Fill out the form to order all copies which come in packages of 100. In the Job Title/Form No. field enter "Records Center Box Labels." If you have any questions, contact the Print Shop directly at 206-263-8370 or 206-263-8401.

   Enter the following information on each box label and affix it to the front of the box.

   • Department and Division - the agency that owns the box, example: DES-RALS-(ARMMS)
   • Description of Records - explanation or description of records in the box; which should usually be the same as the "Box Title" in Content Manager
   • Inclusive Dates - the date range of records within the individual box
   • Box Number - the Content Manager box number; an auto-generated six-digit number with a "B" in front of it (you will have to go back to complete this after you have completed step 4)

   Do not write any confidential information on the label.

   Firmly affix the label to the front of the box (the short end of the box).

4. Enter your boxes in Content Manager

   This process is explained in the How to create a box job aid.

   After boxes have been entered, write the box numbers on the labels (see step 3).

5. Request box pick up in Content Manager

   This process is explained in the How to send a box job aid.

Retrieve a box

Records retrieval requests and access to records can be made in Content Manager by any workforce members with access to Content Manager.

To maintain the integrity of the filing system, only box-level records retrieval requests will be processed by the Records Center. For unusual circumstances, the Records Center Supervisor may approve individual file requests.

If it is necessary to add new records to a box after it has been sent to the Records Center, it is the originating agency's responsibility to interfile the new records.

1. Locate the box in Content Manager

   This process is explained in the searching job aids.

   Remember: boxes in Content Manager now have a "B" in front of their number. So if you are trying to find box number 919616, the number is now B919616 in Content Manager.

2. Request the box in Content Manager

   This process is explained in the Physical Records training course and also on the How to request a box job aid.

3. Return the box in Content Manager

   This process is explained in the Physical Records training course and also on the This process is explained in the Physical Records training course and also on the How to return a box job aid. job aid.