Completing a Transmittal

1
Completing a Transmittal
The transmittal is the first step you need to
take in the process of transferring records to
the County Records Center. The transmittal allows
Records Center staff to identify your records,
arrange for their transfer to the Records Center,
shelve them, locate them when you need them
retrieved, and to arrange for their
recycling. The remaining slides will walk you
through the transmittal and show you how to
complete it. If you need further assistance,
there is contact information here.
2
Control Number
Leave this box empty for now. Records Program
staff will assign this number. Its important,
though. Youll need it to label and transfer your
boxes. Its also important for retrieving records
later on. The next slide shows the box with a
sample control number completed.
3
Control Number
2002-000395
Remember this number will be assigned by
Records Center staff. Leave it blank when you
send the transmittal to them.
4
Agency
Agency is the box where you identify the
department, office, program, or other
organizational unit that serves as custodian of
the records. The detail should be sufficient to
identify a specific program in a particular
office or department.
5
Agency
DBCS/FREDS/Records Program
Note the structure of this information. It is
department acronym/division/ program/unit. The
next slide shows a similar example for a
non-departmental agency. .
6
Agency non-departmental
NON/MCSO/Support Division/Planning and Research
This is the format you should use for
non-departmental agency organizational
information.
7
Record Series Title and Series Number
These two fields are linked because their
information comes from the same source and
relates to each other. Both of these items should
be derived from your records retention schedule.
If the records you want to send are not included
on your retention schedule, contact the Records
Center. Only one series, or type of record,
should be included on each transmittal.
8
Record Series Title and Series Number
Client Case Records -- Deceased Clients
AG1-005
The series number and series title (in red) are
transferred directly from the retention schedule.
This example shows the correct method for
narrowing a series title if you would like to
include additional information (in green). Do not
include content or date ranges here. There is a
space for that below.
9
Total Number of Boxes
Enter the total number of boxes for this
transmittal only. If you arent sure, or this is
pre-assigned control number, leave this box blank.
10
Total Number of Boxes
63
This information assists the Records Program in
insuring that all of the boxes in this accession
are transferred to the Records Center and in
knowing when to close the accession number.
11
Date Range for all Boxes
Enter the earliest and latest dates of records
contained in all of the boxes included on this
accession. Dates should include at least month
and year.
12
Date Range for all Boxes
Jan 1995 - Dec 1995
This information is important because the
destruction date for this accession is calculated
from it.
13
Destruction Date
Do not complete this box. Records Program staff
will determine this date and include it on the
final transmittal that is returned to you.
14
Contents Listing
If you have multiple boxes, you can enter the
individual box contents here. Number the boxes
consecutively. Include the beginning and ending
case numbers, folder titles, cases names, or
whatever other identifier is used to label the
files it contains. Next put in the beginning and
ending dates for that particular box. Use as much
detail as you think would be required to locate a
file without knowing the box number.
15
Contents Listing
Aaron, Hank - Abbott, Jim
1
1
2
Anderson, Gary - Carter, Chris
This is how the listing should look. You might
already generate a contents list from your own
system and not want to duplicate your work here.
If that is the case, please attach a copy to the
transmittal, so that we have the contents
information needed to locate files.
16
Shipping Instructions
If there are less than three boxes in this
accession, the second box will be checked and you
can send the boxes interoffice mail to
421/Records. If the accession has three or more
boxes, you can still send it through interoffice
mail, but only two boxes per day. You can also
ship the entire accession in one shipment. This
is coordinated by the Records Program and
Distribution Services. We will need to get your
mailing code (m-code) for this option. The next
two slides show examples.
17
Shipping Instructions 1 or 2 boxes
X
Make sure that when you leave these boxes in the
normal spot for mail pickup. Distribution
Services does not have the time to search for
them in other locations.
18
Shipping Instructions 3 or more boxes
2/29/03
X
M-999
Unless you have arrangements with Distribution
Services to pick these boxes up in a different
location, they should be located in the regular
mail pick-up spot. If there are any special needs
(large volume of boxes, lack of freight
elevators, security codes, etc), make sure that
Distribution Services is aware of them.
19
Contact Person
This information provides the Records Program
with a contact person for any questions about the
accession. Include the building and room number,
contact persons name and signature, phone number
and extension, and date signed.
20
Contact Person
212
421
Johnny Quest
2/29/03
x89999
After this form has been sent to the Records
Program, staff will date and sign it before
returning it to you.
21
Youre Done!

• Records Program staff will return your
  transmittal to you with a control number,
  shipping instructions, and a destruction date.
  Once the boxes have been shelved, you will also
  receive a shelf list. Its a good idea to
  maintain the transmittal and shelf list together
  as reference to the records you have stored in
  the Records Center.

22
Definitions Accession

• An accession is the group of records included on
  a single transmittal and received at the County
  Records Center.

23
Definitions Custodian

• The custodian of a record is the county
  employee that keeps the record on file as part of
  their job. (Executive Rule 266)
• Public record custodian is also defined in ORS
  192.410 as a public body mandated, directly or
  indirectly, to create, maintain, care for or
  control a public record.

24
Definitions Retention Schedule

• A records retention schedule is a document
  created by the County Records Program that
  describes how long particular county records must
  be maintained. If you do not have a records
  retention schedule or cant locate your copy,
  contact County Records for assistance.

25
Definitions Shelf List

• A shelf list is a document created by the County
  Records Program that lists all of the boxes
  identified on a single transmittal. It shows the
  control number, number of boxes, identifying
  information (if provided by the depositing
  program), dates of records, and retention period.

26
County Records Program

• Located at
• 1620 SE 190th (Between Stark and Division)
• Portland, Oregon 97202
• 503.988.3741
• 503.988-3754 (fax)
• http//www.co.multnomah.or.us/dbcs/FREDS/records/i
  ndex.shtml

27
Distribution Services

• Located at
• 700 NE 55th
• Portland, Oregon 97213
• 503.988.3533