La. Admin. Code tit. 4 § XVII-705

Current through Register Vol. 50, No. 11, November 20, 2024

Section XVII-705 - Packing Instructions

A. For records that easily fit into archive box, each box containing eligible records as listed in §703 must comply with the following requirements.

1. The records are boxed in an approved archival box.

2. The records in each box are from the same records series with the same retention value.

3. The records should be packed in the same order as they are filed in the agency.

4. Boxes should not contain mixed media (i.e., microfiche with paper records).

5. The approximate weight of each box should not exceed 35 pounds.

6. Taping of printed descriptions to the box and use of packing tape is prohibited.

7. To further protect the records in case of fire, agencies are strongly encouraged to pack their boxes with the records facing the long (15 inch) side of the box. If records being packed are letter-sized (8 1/2" x 11") the remaining space in the back of the box, may include additional records with the records facing the short side (12 inch) end of the box.

8. Boxes should not contain hanging file folders, three ring binders or binder clips.

9. If boxes contain records in a media other than paper (i.e., microfilm, audio/video tapes), the media type should be noted on the transmittal within the description of contents section.

La. Admin. Code tit. 4, § XVII-705

Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:955 (June 2003).

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.