The words "accessioning" or "accession" are the terms used to describe the transfer of a group of records from the custodian institution, into the controlled guardianship of a Regional Service Centre.
Regional Service Centre will accept various information media if the criteria for storing records are met. If these conditions are not met, Regional Service Centres reserve the right to return some or all of the boxes to the client institution, at the expense of the institution.
It is recommended that you contact the Regional Service Centre in your region for advice and consultation before you begin preparing records for transfer.
Before accessioning, you must apply the existing Records Disposition Authorities (RDA) to the records concerned. This involves checking each individual file for its retention period and where there is an RDA whether it has archival or historical importance. Do not send records which have already met or surpassed their retention period.
Packing Records for Shipment to a Regional Service Centre
The Regional Service Centre concerned must approve all containers used for transferring records to its care. Institutions will be expected to use one of the three boxes described below as they have the correct dimensions to fit on our shelving:
The standard box requires tape to seal the top and bottom of the box. Do not interfold the flaps. Seal the bottom of the boxes by folding the small flaps, followed by the large ones and use 2 inch packing tape. The other two boxes do not require tape to seal.
Note: Segregate and box separately all archival or historical records as per the terms and conditions of the Records Disposition Authority.
Note: For other types of media, such as microform or electronic records, institutions should consult their Regional Service Centre.
Retrieving records is quicker and easier if you follow the Regional Service Centre guidelines for labelling containers. The location of the label and information that should be on it is described below.
Note: It is not necessary to write the year, and type of records on every box. When the information changes, such as: the years of the records, destruction year, common administrative versus institution specific, or different types of institution specific records within the same shipment, it is necessary to write the new changed information on the first box of the new group.
Note: Please contact the Regional Service Centre in your region for guidelines on labelling other types of media such as microform records, electronic records, etc. or for clarification if there are any other unusual conditions that need to be considered.
Once all these procedures have been completed, please fax, mail or email the Accession Forecast Report along with your detailed file-by-file listing to your local Regional Service Centre. (Anything more than 15 pages should be mailed in). The information will be verified by the Regional Service Centre staff and then you will be contacted to arrange a convenient shipping date.