Program Manual

Preparing the Transmittal and Receipt Form

The Records Transmittal and Receipt Form is the document used to transfer boxes of records from the agency to the Records Center. Care should be taken in completing the transmittal correctly; all completed transmittals must be signed. Transmittals are the guides to the documents and records the agency has stored at the Records Center. It is important to note information on the Records Transmittal and Receipt Form must correspond exactly with information recorded on the box label.

Prior to completing the Records Transmittal and Receipt Form, refer to the agency's records disposition schedule. If a transmittal is incorrectly completed, the Records Center will not authorize shipment or accept the boxed records. Transmittals must be sent to the Records Center and acknowledged before the Records Center will authorize storage of records. Any shipments received prior to authorization will be refused and returned to the agency at the agency's expense. All records listed on the transmittal must contain items with the same record series and disposition period. Transmittals containing different disposition times will be returned to the agency. Likewise permanent retention items must be listed on a separate transmittal.

Once the transmittal is completed and signed, retain the pink copy and forward the white and yellow copies to the Records Center. The yellow copy will be returned from the Records Center and will show the assigned box numbers as the box address. Once the agency receives the yellow copy, the pink copy should be destroyed.