Ship records by the most economical means, but ensure that multiple box shipments are not
separated. For this reason, shipping records by rail or motor freight using Government Bills of
Lading (GBL) within CONUS is preferred for unclassified information. Use the standard
records shipping boxes available from GSA to transfer records to the RHA and to retire records
to FRCs. For shipping paper records and roll microfilm, use box National Stock Number (NSN)
8115-00-117-8249 with the dimensions 14 ... inches by 12 inches by 9 ƒ inches. For shipping
magnetic tape, use box NSN 8115-00-290-3379 with the dimensions 15 inches by 12 inches by
10 inches. The GSA Supply Services Catalog includes containers for odd-size records such as
maps and X-rays. Use the container which best protects the records being shipped. Pack records
shipped to FRCs from an outside continental United States (OCONUS) location in triple-wall
(TRIWALL) type containers. The TRIWALL type container selected should have a capacity of
no less than 10 boxes. Do not use container express (CONEX) containers. Boxes used to retire
microfilms must either be lined with an inert plastic material or must be of acid-free
construction, or the film must be placed in an acid-free container. Do not mix record copy
microfilms in the same box with paper records. Pack them separately. Microfiche boxes should
be 14 ... inches by 6 ƒ inches by 4 ƒ or 5 inches.
17.
Sealing.
Seal or band record shipping containers with any tape or strap that will adequately protect the
contents and meets the carrier's requirements.
18.
Organizing Records for Shipment.
a.
Separate the records to be transferred into the following groups: (1) Classified
Permanent Records; (2) Classified Nonpermanent Records; (3) Unclassified Permanent Records;
(4) Unclassified Nonpermanent Records; (5) Restricted Data and Formerly Restricted Data.
b.
The IM of an organization transferring records should consolidate them into a
single annual shipment, if possible. Arrange the records into boxes by the criteria above, and
creating office and MARKS number.
c.
Pack classified records separately from unclassified records. Pack microform
records separately from paper records. Under each of these groups, pack permanent records first,
in MARKS number sequence, followed by nonpermanent records, also in MARKS number
sequence.
19.
Packing Records for Shipment.
a.
Pack letter-size paper records in boxes so that the file folders are parallel with the
end of the box. If a small number of legal-size documents are filed with the letter-size material,
fold the bottom ends of the documents into the file folder to prevent tearing. Pack legal-size
paper records in the boxes so that the file folders are parallel with the longer side of the box. Fill
the boxes, but do not pack boxes so tightly that records cannot be easily removed and replaced in
the containers.
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QM6311
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