1. Records Storage Transfer
Allen ISD

2. 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?

3. 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

4. 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.

5. Quick Instructions 1. Campus/department personnel fills boxes.
2. Once box is full, please complete box label form.
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.

6. 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

7. The Upper Section
Work requests should be entered through SchoolDude

8. Instructions Sending if there are Campus/Dept 18 boxes enter
Boyd
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

9. 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.

10. 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

11. Incorrect Labeling

12. Instructions
Attach only the
lower portion
to LID of Box!

13. 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

14. Quick Reference Guides
Refer to Student Quick Reference Guide for common student files to be archived. main/3313/Student%20Records.pdf Refer to Personnel Quick Reference Guide for common employee files to be archived. main/3313/Personnel%20Guide.pdf

15. Retention Schedules
For a complete list of retention schedules, refer to Other valuable information can be found on the Texas State Library and Archives Commission website

16. Communication Keith Taylor
For any records requests or retention questions,
please contact:
Keith Taylor
Manager of Assets & Records Retention
Cell