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Flying Filing Squad transfer process for physical files

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Reflections on the transfer process of physical files by Helen Hancox from Flying Filing Squad

Reflections on the transfer process of physical files by Helen Hancox from Flying Filing Squad


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  • 1. Transfer process for physical files
  • 2. Quiz – Question 1z How many hours does it take to sort 35,000 files into either “transfer to Archives” or “destroy”? a. 400 b. 1750 c. 3500 Copyright Concord Pacific Ltd trading as The Flying Filing Squad 2
  • 3. Quiz – Question 2z How many London boxes can you make in an hour? a. 20 b. 30 c. 40 Copyright Concord Pacific Ltd trading as The Flying Filing Squad 3
  • 4. Quiz – Question 3z How many hours to apply schedules to 6400 files? a. 100 b. 200 c. 50 Copyright Concord Pacific Ltd trading as The Flying Filing Squad 4
  • 5. Quiz - Question 4z What is the trigger to transfer a. Compliance with Public Record Act 2005 b. Ran out of space c. Need to reel in the off site storage costs Copyright Concord Pacific Ltd trading as The Flying Filing Squad 5
  • 6. You’ve just got to have a good list… y A good list x Provides information needed to apply a schedule x Is clean (no macros running in the background) x Is easily managed Copyright Concord Pacific Ltd trading as The Flying Filing Squad 6
  • 7. Prepare to apply the schedules y Research organisation to understand the business y Take a copy of the list to work on y Insert columns to x note the disposal decision x Access decision Copyright Concord Pacific Ltd trading as The Flying Filing Squad 7
  • 8. First - Apply the GDAs y GDAs first - they are easier to apply Copyright Concord Pacific Ltd trading as The Flying Filing Squad 8
  • 9. Second - Organisation’s schedule y Use filtering and sorting in excel to cluster files together y Disposal decision AND Access Decision required Copyright Concord Pacific Ltd trading as The Flying Filing Squad 9
  • 10. A word about Access Decisions y Access decision must be made before the transfer will be accepted y These decisions can take some time to agree so get started on this early Copyright Concord Pacific Ltd trading as The Flying Filing Squad 10
  • 11. Tips and tricks y Insert a column and number it 1 through to the end (may need to sort back to original order) y Use filtering and sorting in excel to cluster files together Copyright Concord Pacific Ltd trading as The Flying Filing Squad 11
  • 12. Tricky bits with the list y Check the file references x 12/2/9 may become 12 Feb 1999 y Check the dates x Mar-1979 may become “36954” Copyright Concord Pacific Ltd trading as The Flying Filing Squad 12
  • 13. Ready to prepare for Transfer? Schedules applied Space to do the work Staff to do the work Copyright Concord Pacific Ltd trading as The Flying Filing Squad 13
  • 14. Resources y ANZ Guide to Listing and Boxing G2 y Disposal Standard y GDAs y Relevant Disposal Authority y Print out of the list Copyright Concord Pacific Ltd trading as The Flying Filing Squad 14
  • 15. Set up – Discuss with ANZ z Transfer date to ANZ z Transfer archivist can attend initial briefing z Accession number issued z Confirm packaging (type and totals) required Copyright Concord Pacific Ltd trading as The Flying Filing Squad 15
  • 16. Set up - Brief the staff y Explain the job y Background to the files and agency y Make up first 100 London boxes Copyright Concord Pacific Ltd trading as The Flying Filing Squad 16
  • 17. Make up London Boxes Copyright Concord Pacific Ltd trading as The Flying Filing Squad 17
  • 18. A pallet of London boxes Copyright Concord Pacific Ltd trading as The Flying Filing Squad 18
  • 19. Order up the boxes Copyright Concord Pacific Ltd trading as The Flying Filing Squad 19
  • 20. The cost of retrieving boxesz Every time a box is moved there is a cost. Ideally y Boxes are retrieved once y Files for destruction are held on a pallet waiting authority to destroy y London Boxes are stacked on separate pallets Copyright Concord Pacific Ltd trading as The Flying Filing Squad 20
  • 21. You’ve got your head in the box!z Ideally y The files in the box match the list y You select the files for archiving y Check the file title with the list y Edit if necessary y Put in London Box that has your unique identifier y Note list of the new London box number Copyright Concord Pacific Ltd trading as The Flying Filing Squad 21
  • 22. London boxes Copyright Concord Pacific Ltd trading as The Flying Filing Squad 22
  • 23. Be VERY careful Copyright Concord Pacific Ltd trading as The Flying Filing Squad 23
  • 24. Files for destruction!z Ideally y You note the files for Destruction y Check the file title with the list y Edit if necessary y Leave in storage Box y Note list file found Copyright Concord Pacific Ltd trading as The Flying Filing Squad 24
  • 25. What actually happens…z Box contents are not what is on the list y Put the whole box aside for laterz Some files in the box are not on the list y Put the file aside to list laterz A box turns up that is not on the list y Put the box aside to consider later Copyright Concord Pacific Ltd trading as The Flying Filing Squad 25
  • 26. How accurate is the listing?z File title is different but number same (or vice versa) y Confirm it is the file – if yes edit list y If no, put it asidez Open and close dates are wrong y Confirm it is the file – if yes edit list Copyright Concord Pacific Ltd trading as The Flying Filing Squad 26
  • 27. Files are full of thermal paperz Thermal paper in a file is a no no. y Note the list that paper found y Consult your transfer archivist Copyright Concord Pacific Ltd trading as The Flying Filing Squad 27
  • 28. Files you wouldn’t want to handlez Files infested with silverfishz Fungal growths in the box Copyright Concord Pacific Ltd trading as The Flying Filing Squad 28
  • 29. Yahoo! Boxing completez Stack the boxes three high on pallets z Ensures that the boxes do not crush z Odd sized boxes need special helpz Prepare the listsz Send to transfer archivist Copyright Concord Pacific Ltd trading as The Flying Filing Squad 29
  • 30. ANZ 5% checkz Transfer Archivist organises a visit y Depending on size, more than one archivist y Have the opportunity to fix any error Copyright Concord Pacific Ltd trading as The Flying Filing Squad 30
  • 31. ANZ doing the 5% check Copyright Concord Pacific Ltd trading as The Flying Filing Squad 31
  • 32. Clean Bill of Healthz Time to transfer y Go back over the boxes and write on x Box number x Agency code x Accession Number Copyright Concord Pacific Ltd trading as The Flying Filing Squad 32
  • 33. Prepare list to transfer standardsz Strip out all extra informationz Edit box numberz Insert Agency code and Accession Number Copyright Concord Pacific Ltd trading as The Flying Filing Squad 33
  • 34. Documentation completez Agency documentation signed off by agency y (full information on ANZ web site) x Access authority x Transfer documentation Copyright Concord Pacific Ltd trading as The Flying Filing Squad 34
  • 35. Co-ordinate transferz Check with ANZ for a suitable time to receivez Check with freight company Copyright Concord Pacific Ltd trading as The Flying Filing Squad 35
  • 36. But wait, there’s more - Destructionz Prepare a list of files for destructionz Authority given to destroyz Organise destructionz File the list for future reference Copyright Concord Pacific Ltd trading as The Flying Filing Squad 36
  • 37. Any questions?z Each job is uniquez There are common themes running through them Copyright Concord Pacific Ltd trading as The Flying Filing Squad 37
  • 38. Quiz – Answers x1 b - 1750 hours to list 35,000 files x2 c – 40 London boxes an hour x3 a – 100 hours to apply a schedule x 4 a, b and c – it all depends… Copyright Concord Pacific Ltd trading as The Flying Filing Squad 38