Records Management :: State Records Center :: Shipping Boxes

Off Site Storage

Shipping Boxes

If your agency has records that have already met their retention, do not enter them in the state records tracking system or send them to the State Record Center. Please dispose of those records as dictated by the records retention schedule.

To store records in the State Records Center, create the boxes in the state records tracking system. For records in the Jefferson City area, boxes needing to be picked up by State Records Center personnel must be transferred to your agencies Pending Transfer location in the state records tracking system. Records Center staff will schedule pickup of your records from your agency's building freight dock. State Records Center personnel are authorized to collect shipments from the agency's building freight dock only.  Security of the records and the transfer of the shipment to the freight dock area is the responsibility of the agency.

State agencies outside the Jefferson City area are responsible for arranging for their own shipment of records. This is done via coordination with the agency's mail room staff. Agencies use parcel delivery services (UPS or FedEx) for small shipments. For large shipments agencies use rented or state owned box trucks. The boxes are created in the state records tracking system then the State Records Center must be contacted to coordinate receipt of the boxes.

The State Records Center accepts large shipments from state agencies located inside and outside of Jefferson City. Large shipments of eighty or more boxes should be stacked on a pallet. Boxes must be stacked in a manner where all of the box labels are facing outward. This facilitates Records Center staff to scan the barcodes of the incoming shipment to establish chain of custody and to confirm the count of the received boxes against the manifest. A pictorial example of proper stacking of boxes is provided here.

Note: Shipments not in the records tracking system will not be accepted for storage or microfilming and will not be picked up or will be returned to the agency at their own expense.