b.
Before transferring boxes to the RHA, enter the box number and total number of
boxes in the shipment on the end of each box in the upper-right corner.
c.
Do not ship a partially filled box except as the last box of a multiple shipment.
Pack crumpled paper in the unused space so that the contents do not shift in the box during
shipment. If too few records to fill a box are being transferred, the information management
official should contact the RHA manager for guidance. The RHA manager may be able to
consolidate small record transfers into full boxes.
20.
Records Holding Areas.
The following sections contain procedures for the approval, establishment, operation, and
discontinuance of RHAs; identifies designated Army RHAs and FRCs; and identifies OCRHAs.
21.
Reason to Establish Records Holding Areas.
RHAs are established, when justified by volume, to maintain inactive records pending their
destruction or transfer into the FRC system. An RHA uses less expensive space and equipment
than a CFA to store records. Normally, records are not held in an RHA for more than 5 years.
The installation IM ensures that long-term records (more than 5 years old) are sent to the
appropriate FRC or other disposition center as specified in Appendix B of AR 25-400-2.
OCRHAs serve the same purpose as RHAs; however, they also consolidate and ship to CONUS
records with long-term value.
22.
Establishment of Records Holding Areas.
a.
Space for RHA use will be limited to the minimum required for records holdings.
The space selected must at least be weatherproof, free of rodents and insects, and have adequate
light, ventilation, and heating. It also should be of fire-resistant construction. The minimum
acceptable files-to-space ratio is 2 linear feet of files to each square foot of floor space. A ratio
of 3 or more linear feet of files to each square foot of floor space is possible under the best
conditions. Steel shelving of that type manufactured by the Federal Prisons Industries,
Incorporated (NSN 7125-00-550-6015, Open Type "E," Class III, Metal Storage and Display
Shelving) should be used.
b.
Offices of HQDA RHAs may be established within offices of HQDA where
space is available and such an operation is cost-effective.
c.
Installations and Off-post Activities One RHA will serve all activities located
within the same geographical area. An installation or off-post activity will establish an RHA
when it is not serviced by an existing RHA and it generates 100 or more linear feet of records
annually with a retention period of three years or more.
d.
Overseas Commands An OCRHA will be established in each major OCONUS
command. The commander of each major OCONUS command will notify HQ, USAISC,
ATTN: ASOP, Fort HUACHUCA, AZ 85613-5000, of the activation, change, or
27
QM6311
Previous Page
