Listing the records for transfer identifies the items (files, volumes, etc) to be transferred and enables your agency to know what items are held in our custody, if access is later needed.
How to transfer a consignment of records
For each unit we require the following information at a minimum in the template tab:
- unit number - box or volume number (if volumes not able to fit in standard boxes)
- unit storage type - box type e.g. Type 1, or volumes, etc.
For each item we require the following information at a minimum in the Consignment List tab:
- item details 1 - file or volume number (if files are numbered and volumes are able to fit in a standard box)
- item details 2 - file or volume title, where applicable
- item disposal authority - Records Disposal Schedule (RDS) or General Disposal Schedule (GDS) reference number used to identify the specific item as permanent
- item date range start qualifier - to indicate whether the start date is exact (=) or approximate (circa)
- item date range start - date of earliest document on file or entry in a volume
- item date range end qualifier - to indicate whether the end date is exact (=) or approximate (circa)
- item date range end - date of last document on file or last entry in volume.
If a series (GRS) number has not been issued you will need to complete the New Series Questions.
If there is no existing public access determination you need to ensure this tab is completed and certified by a senior representative of your agency.
Tips for completing the Records Access and Description List
- list all items in each box in number or date order
- list items first before completing unit details
- do not add or change columns in the spreadsheet
- do not rename the spreadsheet tabs
- complete mandatory columns
- use the required qualifiers if dates are not certain
- use the required date format
- use Title Case not UPPER CASE
- ensure the list matches the contents of the boxes.
What is a consignment?
Each transfer of records from the same series is called a consignment and has its own list. A consignment may comprise the whole or only part of a series.
Consignments within each series are numbered sequentially starting from 1.
For efficient processing of transfers:
- identify all permanent
- inactive records in a series ready for transfer across the agency and prepare a single consignment.
If records from the one series have different public access requirements, then you can create separate consignments for open and closed records.
Agencies seeking to transfer multiple, small consignments for the same series may be asked to consolidate the transfer into a single, larger consignment.
Quality checking of Record Access and Description Lists
When a consignment list spreadsheet is submitted, it is quality checked by an Archivist to ensure that it is filled out correctly. If a spreadsheet does not meet requirements, you may be required to amend and re-submit it. The physical transfer of the records will not be approved until the consignment list is correct.
If you require assistance completing a consignment list spreadsheet please contact the Archive team.
If you submit a draft spreadsheet for feedback, list the first couple of boxes only and make it clear that the spreadsheet is a draft for feedback.