Knox County Tennesee

Boxing and Transferring Records
These instructions are intended for the County agencies which use Records Management's services. Records must be properly boxed. A complete, descriptive list of the contents of each box must also accompany the transfer to the Record Center. Otherwise, Records Management will experience great difficulty in locating documents. Records which are not properly boxed and listed will not be accepted for transfer.

Please refrain from sending blank forms, unused file folders, surplus office equipment and any other non-record material to the Record Center. If you are not certain about just what constitutes non-record material, give us a call. These materials take up space required for documents which need to be kept and are an unnecessary hassle for both parties in that time and effort have been expended in boxing, picking up and disposing of these items. However, Records Management will accept small amounts of sensitive blank documents, such as blank checks, for shredding.

If the transfer involves temporary-value documents, please click here to review the section on disposal of these types of records. The retention period for the documents involved could have expired and it may be possible to obtain approval for disposal without expending the effort required to box and transfer the records.

Before transfer, forward a copy of the transfer form to Records Management. If there are ten or fewer pages , you can fax a copy to 5-5665. Arrangement will be made to accept records for storage as soon as possible following receipt of the transfer form.

Boxing Instructions
1. Use a standard 15 x 12 x 10 inch record storage box. Boxes this size are used because they fit on shelving in a uniform manner thereby making the best use of space. DO NOT use long "banker's" boxes, copy paper boxes, vegetable crates or other like containers. Records Management will provide empty boxes of the proper dimensions ONLY for documents which are to be transferred to the Record Center.

2. DO NOT mix record series in the same box. A record series is a group of identical records. If record series are mixed, then the box must be kept for the longest retention period for records in that box. Do not be concerned if a few boxes are not completely filled.

3. If possible, fill out all requested information on the records transfer form. It is particularly important to give date ranges for each box. This is necessary for establishing a disposal date. When dates are given, Records Management staff can also more easily find the correct documents if they are requested. When filling in section number 5, "description," keep in mind that "miscellaneous" is not adequate. Make every effort to give an exact record series name or description of the box's contents.

4. Sequentially number and label all boxes on either end of the box which has a hand-hold. When boxes are shelved, an end with a hand-hold faces out. Numbering and labeling should be done with a large-tipped marker which can be easily read. These numbers will be the temporary box numbers. The computer database currently used to track information about each box will assign a permanent number.

5. When placing records in boxes, it is important not to over-fill the boxes. A box which is too full is more likely to burst and not fit properly on the shelving. Also, lids will not fit properly on boxes which are stuffed.

Transfer Form Instructions
Download a copy of the Transfer Form (PDF Format, 34.6 KB). You will need Adobe ® Acrobat ® Reader to view and print this file. If you experience difficulty in downloading or opening the transfer form file, call Records Management at 865-215-5656 and a copy of the form will be faxed or delivered to you.

Please read all instructions before completing the form (type or print legibly).

1. Enter your department's name and address.

2. Enter the name of the individual who has responsibility for the records transfer. Please include a phone number and the current date.

3. The page number of each transfer form is to be entered here, i.e., Page 1 of 5 Pages.

4. Enter the temporary box/item number which your department has assigned to each box.

5. Include a brief description or name of the records which are in each box.

6. Important! Enter the inclusive date(s) of the records which are in each box.

7. Reserved for Record Center use. After the boxes have been received by Records Management, a shelf location and permanent box number, and retention period will be assigned.

8. Records Management staff will sign off on the transfer after it has been checked for accuracy.

Records Retention & Disposition
Very many records are not considered permanent. In many instances, approval for disposal of obsolete records can be obtained a few years after the records have been created.

Retention schedules (lists of record series which show how long they are to be kept) have been developed by the State and Records Management for most record series. Before expending great effort to box and transfer records, please contact Records Management at the phone number shown on the main page. Permission to dispose of records might be obtained prior to transfer.

These are the procedures used to obtain permission to dispose of obsolete documents:

- Records Management prepares a list of those records liable for disposal.

- The department or agency which created the records is contacted to determine if any action (for example a lawsuit) is pending which would require the records to be retained somewhat longer.

- After review by the office of creation, the disposal request is reviewed by the Knox County Public Records Commission.

- If approved by the Public Records Commission, the disposal request is forwarded to the State Librarian and Archivist in Nashville for final review and approval.

- Those records approved for disposal are shredded, recycled, or incinerated.

Click here if you have jumped to this section from the boxing and transfer instructions and wish to return to these.