Records Storage Transfer Allen ISD

Records Storage Transfer LABELING RULE OF THUMB: 5 years from now, if a record is needed and you are no longer working for Allen ISD, would someone else know where to find it?

Box Labels Records are labeled with the School, Year of files, Contents, Department, & Destruction Year. Records are stored together by destruction year. A location label is also added

Instructions Place only one destruction year per box. Purge all records that do not fit into the approved records retention schedule. Determine & indicate the destruction date based on the adopted records retention schedule. Only send records to the records center that are required to be retained by the adopted retention schedule. Prepare one form for each standard 1199 storage container to be sent to the records center.

Quick Instructions 1. Campus/department personnel fills boxes. 2. Once box is full, please complete box label form. http://www.allenisd.org/Page/147 click on Records Storage Transfer Form to download 3. Fill out 1 form per box, assigning proper retention period. 4. Attach lower portion of paperwork to lid of box. 5. Put in work Request through SchoolDude. 6. Place all paperwork in one envelope and leave w/boxes 7. Warehouse crew will pick up boxes & paperwork. 8. Paperwork is delivered to Manager of Records Retention 9. Information is entered, boxes are labeled and stored for assigned retention period.

Form Instructions Work requests should be filled out in SchoolDude Detail info to be filled out should contain same information as upper section If Upper is filled in w/computer, Lower will fill in automatically

The Upper Section Work requests should be entered through SchoolDude

Instructions Sending if there are Campus/Dept 18 boxes enter Boyd 1 18 2015-2016 Attendance, permission Slips, notes from parents, & handbook receipts 2021 Your Name if there are 18 boxes enter 1 of 18, 2 of 18 etc. Enter the total # of boxes you are sending & each box # Example: You have attendance, permission slips, notes from parents, & handbook

Instructions Once the upper sections have been filled out, place them in a regular 10" X 13" envelope (do not use inner office envelopes) and leave it with the boxes. The guys will pick up the paperwork along with the boxes.

The Lower Section MUST MATCH Upper Section If the upper section is filled in using the computer, The lower section will be filled in automatically

Incorrect Labeling

Instructions Attach only the lower portion to LID of Box!

Submitting Work Request Go to Allenisd.org Click Departments, Distribution Center, Work Requests Click on School Dude System link. Fill in location information Click on Delivery Describe records pickup for archiving Submit Request

Quick Reference Guides Refer to Student Quick Reference Guide for common student files to be archived. http://www.allenisd.org/cms/lib8/TX01001197/Centricity/Do main/3313/Student%20Records.pdf Refer to Personnel Quick Reference Guide for common employee files to be archived. http://www.allenisd.org/cms/lib8/TX01001197/Centricity/Do main/3313/Personnel%20Guide.pdf

Retention Schedules For a complete list of retention schedules, refer to http://www.allenisd.org/Page/45845 Other valuable information can be found on the Texas State Library and Archives Commission website https://www.tsl.texas.gov/landing/records-mgt.html

Communication Keith Taylor For any records requests or retention questions, please contact: Keith Taylor Manager of Assets & Records Retention keith_taylor@allenisd.org Cell 214 726-5812