Completing the form DGS 550-5 Records Transmittal
The first step in transferring records to the State Records Center is locating the appropriate Records Retention and Disposal Schedule.
The following criteria must be met in order for records to be eligible for transfer to the SRC.
1: All records must fall with a specific Item Number within a Records Retention and Disposal Schedule.
2: The event date that triggers the retention period for the records must have occurred. (The event date is the date from which the retention period is calculated, e.g. , …audit requirements are fulfilled, held in office for required time, from the end of the fiscal year, etc.).
3: Records must have a minimum of one (1) year of its retention period remaining. Records with less than one year of retention can be transferred to the SRC, but must remain at the SRC for a minimum of one (1) year.
The next step in transferring records to the State Records Center (SRC) is completion of a form DGS 550 – 5 Records Transmittal. The Records Transmittal identifies Retention Schedule, Item Number, Item Description by box. The Records Transmittal also identifies the space needed for storage of records within the SRC.
The following rules apply to completion of Records Transmittals:
1. One Box, One Item, One Year: Each records box should only contain one disposal schedule Item with the same “trigger” date.
2. Transmittals may contain more than one Item within a Disposal Schedule IF these items have the same disposal date. However, if using multiple Items results in differing disposal with a Transmittal, the SRC may require that these items are broken into multiple Records Transmittal.
Note: the SRC conducts disposals of non-permanent records in January and July of each calendar year. Therefore, when calculating a disposal date, the next available disposal date must be used for SRC retention purposes. Example: If records are scheduled to be transferred in April, the records will be disposed of in July of the year they are scheduled to be disposed. The SRC may modify the disposal date based on when records are actually transferred to the SRC.
The records must be packed, organized, and labeled correctly (see How to Box Records)