Ordering Boxes

Only standard size boxes may be used in the Records Center.  Boxes are available from Department of General Services (DGS), through SAP, EBPro, and select special request tab. The boxes available are:

• The standard size Record Center box, which fits compactly on shelves and is easily handled, is 15”(L) x 12”(W) x 10”(D).  These boxes can hold either letter size or legal size documents.  The material number is 131454, (old commodity code number is 8115-5400-060). 
• The standard storage boxes, for CD-ROM, microfiche and roll film, measuring 15” (L) x 12” (W) x 5” (D), (half the height of a standard records center box) is material number 315099. 

For current pricing on either of these two boxes, contact 717-525-5810.

The map, blueprint and plan boxes measuring 12” (H) X 10” (W) X 30” (D) will not be a stocked item through DGS due to the lack of demand.  Presently, DGS is recommending similar map boxes be ordered through the vendor U-Line when needed. The 12” (H) X 12” (W) X 30” (D) boxes can be ordered at www.uline.com and are model # S-4617.  Agency purchasing agent should be able to assist in purchasing map boxes. 

Packing Boxes

When packing boxes for transfer to the SRC, carefully pack boxes so files and materials can be easily removed and replaced. 

Leave about one inch of space so the box does not bulge and the lids fit on the boxes. 

Do not send damaged boxes, those that are crushed or have ripped handles. 

File folders should be placed in the box in a neat, logical order.

All large metal fasteners including 3-ring binders and binder clips must be removed; standard paper clips and staples are permissible.

Agencies are responsible for documenting the files placed in each box.  When authorized requestors want to retrieve records, the Records Series Item Number and Records Center box number must be identified for Records Center staff. 

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