Document Storage and Retrieval Service - Woodhorn

Transcription

1 Preparation of records for transfer to the Document Storage and Retrieval Service - Woodhorn 1

2 Contents List of Figures 3 1. Introduction Scope Categories of records 5 4. Responsibilities 6 5. Handling records Purposes of preparation 6 7. Materials for record preparation and storage Preparation of records and media for storage at Woodhorn Standard files Loose collections of papers Other file types Maps and plans Microform Photographs and negatives Video and audio D Objects and artefacts Electronic media Packing records Labelling Files and Boxes Files Boxes Rolled Maps Record Transfer Documentation.. 16 Appendices 1. Records Management Tip #1 Choosing file folders Records Management Tip #2 Labelling folders Approved box specification Labelling the boxes Completing the Transmittal List Transmittal List template. 25 2

3 List of Figures Cover photograph: Strongroom 1 at Woodhorn, Museum, Archive and Country Park, Ashington 1. External view of strongroom 1 at Woodhorn. 2. Strongroom 1 at the Woodhorn Records Management Service. 3. Suitable short term storage media for records. 4. Suitable long term storage media for records. 5. Damaging items removed from files received at Woodhorn. 6. Over-sized document requiring splitting before transfer. 7. Example of good packing/packaging of a file. 8. Metal-ended tags causing damage to long term document. File cover also deteriorating. 9. Steel staples causing damage to long term document. 10. Document containing post-it note. 11. Post-it note secured into place in document. 12. Labelled folder for easy retrieval. 13. Incorrect preparation of records. Rubber bands will perish quickly. Records not secured correctly or properly labelled for ease of retrieval. 14. Appropriate storage media for maps and plans. 15. Flat map inserted correctly into file. 16. Flat map opened without removal from file. 17. Approved storage box for short term storage <25 years. 18. Approved storage box for long term >25 years. 18. Unacceptable packaging of records for transportation and storage. Prepared by Records Management Service, Woodhorn, Museum Archive & Country Park, Ashington, Northumberland, NE63 9YF. K.A.Shiel Copyright Woodhorn Sept 2009 This guidance was prepared with the assistance of The National Archives and the Records Management Society of Great Britain. 3

4 Preparation of records for transfer to the Document Storage & Retrieval Service Woodhorn (DSRSW). 1. Introduction The Document Storage & Retrieval Service Woodhorn (formerly Modern Records Service) is operated by Northumberland County Council and the Woodhorn Charitable Trust. This store offers centralised storage for all formats of records and will enable the new unitary authority of Northumberland to fulfil its statutory and business administration requirements. This document will help staff to prepare their records carefully and properly for storage at an off-site facility and to ensure that they can be retrieved quickly and easily when requested back. This document will also help identify which records need to be kept close at hand, those that can be stored off-site and those that could benefit from being digitised. 2. Scope Fig. 1. External view of Strongroom 1 at Woodhorn 2.1. This document sets out best practice to ensure that paper records, offline electronic media [CD/DVD/Microfiche] and artefacts are prepared correctly and safely for storage in an off-site facility. It is aimed at all employees, who, with no specialist records management or conservation skills, are responsible for preparing semi-current and closed records for storage and retrieval purposes It provides advice and guidance on the packing and preparation of documents (see also BS5454 (2000) storage and exhibition of archival documents). 4

5 2.3. The guidance covers four main areas: Preparation of documents Packing Labelling Record Transfer Documentation 2.4. It explains the requirements for transferring records in the most common media paper but also makes reference to microform and electronic records saved on offline media. 3. Categories of records 3.1. Active Records - These records are still part of an on-going business process but need to be filed (or re-filed) in the appropriate operational filing systems Semi-active records - These are still required for business or statutory purposes but do not need to be held in active records storage space (these could be transferred to an off-site storage facility or an appropriately maintained records storage room within the current service areas) 3.3. No longer needed - Records that have reached the end of their operational/statutory retention period and can be safely destroyed. The nature of the material within these records will need to be considered before deciding how they should be destroyed e.g. should they be confidentially shredded? 3.4. No longer needed - Records which have reached the end of their operational/statutory retention period and which should be offered to the Head of Collections, Northumberland Collections Service (formerly, Northumberland Archive Service), Woodhorn, Museum Archive & Country Park, Ashington, Northumberland, NE63 9YF. The Corporate Retention Schedule will detail which records should be sent to the Northumberland Collections Service and will therefore help staff make this decision No longer needed records which have reached the end of their operational/statutory retention but should be reviewed by the Northumberland Collections Service before destruction/preservation. This will be noted on the Corporate Retention Schedule and will include documents which are of historical interest although they no longer are required for other purposes Printed publications which are held elsewhere and can therefore be disposed of Duplicate material which is not the principal copy and which can be disposed of - These include newsletters produced by a different department to yours. The originating department will keep the master version of the newsletter. 5

6 4. Responsibilities Fig. 2. Strongroom 1 at the Document Storage & Retrieval Service - Woodhorn 4.1. Departmental Record Officers and Group Records Management Champions are responsible for ensuring that records are prepared and packed to an acceptable standard prior to transfer to an approved place of deposit DSRSW staff in conjunction with the Records Management Champions within each Group will provide training if requested in the preparation of documents for all staff undertaking work on the transfer of records to off-site storage DSRSW staff will also check that documents prepared for transfer have been prepared according to the guidelines. Documents and their documentation will not be accepted into Woodhorn unless they have been prepared to the standards set out in these guidelines. 5. Handling records 5.1. Records should be handled very carefully to prevent unnecessary damage to the contents They should be supported on a working surface at all times in order not to strain their spines or tagged areas Photographs, negatives and microform should not be handled by greasy hands (please ensure that hands are free from dirt and hand cream) Some members of staff may be sensitive to the chemicals used in some of the packaging material. Therefore staff need to be vigilant and if skin problems start to appear, they should wear clean cotton gloves when repackaging records. 6. Purposes of Preparation 6.1. The preparation of documents for storage is a vital part of ensuring their continuing usefulness to the new unitary authority and to their long term preservation for historical and evidential information. Therefore, the purpose of preparing the documents according to these guidelines is to halt any existing deterioration and to place them in storage conditions that will assist their continued survival and use in the future. 6

7 6.2. One of the biggest threats to the continued survival of a document is physical handling. It is therefore essential that records are described accurately on the transfer documentation so that they can be retrieved quickly and easily and without having to unnecessarily handle other records Records intended for storage in an off-site repository must be carefully prepared in order to facilitate: The completion of the transfer documentation (see Appendix 5) Assigning disposal/review dates for non permanent records The quick and accurate retrieval of records when requested 6.4. This guidance is not intended to give technical conservation advice. If specialist conservation is required the transferring department should not undertake it. Instead, the need for conservation should be noted on the transfer documentation so that the Northumberland Collections Service can assess its condition and treatment. However, basic preservation measures can be undertaken by the department and authority and these are set out below. 7. Materials for record preparation and storage Fig Departments will be responsible for obtaining the necessary basic materials to prepare documents for transfer to off-site storage. A comprehensive list of items appears in Appendix 1 and in section Boxes can either be purchased from Woodhorn or direct through the iproc system. Only approved sized boxes can be used for transferring records to Woodhorn. The full specification for approved boxes is given in Appendix Which materials should be used for the preparation of records? For records that require a fairly short retention <25 years, the following items are suitable storage media. Open top multi punch plastic wallets A3, A4 or A5 size. Card document wallets A4 or Foolscap size. Treasury tags plastic ended Open top multi-punch plastic wallets. A file for punched papers with plastic hydrel fittings. Made from 400mu Marbleboard Card document wallets More information on records stationery can be found on the website. (accessed 07/09/2009) 7

8 For records that require long term storage >25 years, more protection is needed and archive grade materials should be considered. Treasury tags plastic ended Brass paper clips Acid free folders, envelopes or card Archival ink pens Fig. 4 Eddings archival ink pen Brass paper clips Plastic ended treasury tags Acid free folder 7.4. Which materials should not be used for the preparation of records? Rubber bands these perish quickly causing documents to become loose and separated. Sticky tape torn documents should not be repaired with sticky tape. This is chemically unstable and will permanently stain and damage the document. Bulldog clips & fold back clips If a batch of records is bulky, consider using card document wallets instead. Ring binders/lever Arch files these items are too bulky and records can become damaged during retrieval. The contents should be divided into more manageable folder sizes and placed in clearly and suitably labelled card document wallet folders. The transmittal list should state that the file has been divided (see 8.1.1). It is also more expensive to remove records from ring binders for confidential shredding when disposal dates have been reached. All ferrous materials are prone to rust and will damage the document within 5 years. Brass staples may however be left in place as brass does not corrode. 8

9 Fig 5 Damaging items removed from files received at Woodhorn 8. Preparation of records and media for storage at Woodhorn All documents should be grouped together according to the record class or subject matter and arranged in a logical order. The department s filing system may include alphanumeric referencing. Only the master copies of records should be stored. Photocopies of records created by another department should not be included unless they are annotated or form part of a report or enquiry Standard Files If a file is so thick that its file jacket cannot protect its pages and there is a danger that the pages will be torn during use, the contents should be split into parts with the first part becoming item 1 and second item 2 etc. Each part should have a new cover and be labelled up with it item numbers, e.g. if a whole file originally numbered as ABC 1/23, is split into two items to protect it from damage the first item becomes ABC 1/23/1 and the second item ABC 1/23/2. The Transmittal List should then be changed to reflect this division into two separate items. see guidance on completing the Transmittal List. Fig. 6. Over-sized document requiring splitting before transfer 9

10 Large files should be tied with unbleached cotton tape, taking care not to cut into the edges of the sheets/pages particularly if the paper is flimsy or brittle The contents of a file should be realigned and secured tidily so that no papers protrude from the file cover Damaged file jackets those no longer doing their job of protecting the contents of the file should be protected with a new jacket being placed over the old one. All original file covers, however damaged, should be retained as part of the file. Permanent Retention Fig. 7. Example of good packing/packaging of a file Replace metal-ended treasury tags with plastic-ended tags All treasury tags should be of a length appropriate to the file tight enough to keep the file together but not too tight as to prevent the pages being turned or the document from being opened flat. If a tag is too short, do not use two tags tied together but replace it with a tag of adequate length. If there is no tag of adequate length the file should be split into separate items (see 8.1.1). If a tag is too long, do not put it through the document twice. Fig. 8. Metal-ended tags causing damage to long term document. File cover also deteriorating Fig. 9. Steel staples causing damage to long term document 10

11 Loose items in a file should be secured tidily into the file by being punched and tagged into their correct places, provided that this allows the item to be opened/unfolded. Where this is not possible, they should be referenced and enclosed in an envelope. The envelope should be labelled and tagged into the file in the correct place Photocopies may have a very short life expectancy. Only photocopies produced by electrostatic processes (i.e. modern office photocopiers) are considered permanent. Therefore, any other photocopies or records produced through thermal processes (including early fax paper) should be photocopied with both the original and the copy placed in the file. The original should be put into an acid free envelope. The envelope should have the original item s reference noted on it Post-it notes on documents, containing information which is relevant to the file, are public records and should be removed, placed within a clear pocket and tagged into position within the document. Fig.10. Document containing postit note Fig.11. Post-it note secured into place in document Correspondence Can be arranged by subject matter then by date. It can be stored in plastic wallets or card document wallets and the contents must be clearly labelled on the front of the wallet. The department s alphanumeric referencing should be included Case files All information regarding a specific person should be filed within the case file, particularly if the information is of a sensitive /confidential nature. Short term case files - This information should be stored within a card document wallet and the name of the person must be clearly labelled on the front of the wallet. The department s alphanumeric referencing should also be included. Fig. 12. Labelled folder for easy retrieval 11

12 Long term case files (e.g years) This information should be stored in archival grade material e.g. brass paper clips, plastic treasury tags, acid free folders (in some cases they may also be stored in archival grade boxes, these will be supplied by the Records Management Service) Financial records Can be stored in plastic wallets or card document wallets. The records should include the financial reference labelling and the full and correct name for the record Reports Only the master version should be stored. Bound masters can be stored within their own binding. Unbound masters can be stored in plastic wallets or card document wallets clearly labelled Loose Collections of Papers Loose papers should not be placed into a record storage box. The documents must be grouped together and arranged in a logical manner according to the corporate/departmental file plan or filing arrangement They should then be placed in suitable file storage material (see 7.3) and referenced. The contents should be clearly labelled on the front of the file. Fig. 13 Incorrect preparation of records. Rubber bands will perish quickly. Records not secured correctly or properly labelled for ease of retrieval Other file types As a general rule, contents of ring binders, or similar binders should be removed and put into card document folders or wallets. This is because such binders are wasteful of storage space and often use ferrous materials that will rust Maps and plans These are likely to need long term/permanent storage and should be prepared accordingly Repairs to torn maps and plans should not be undertaken. Please consult DSRSW staff for advice Do not flatten rolled maps or plans. These should be placed inside a tube or plan box. 12

13 Fig. 14 Appropriate storage media for maps and plans Flat maps/plans should not be rolled. If these are part of the documentation of a standard file they should be tagged into a file in such a way that they can be opened without removal from the file. If they are records in their own right they should be placed inside folded acid-free card. (see & Fig. 7). Fig.15. Flat map inserted correctly into file Fig.16. Flat map opened without removal from file Maps treated as records should be clearly labelled Microform Microfilm is to be kept in its original container and then packed in a suitable box. Each film should be numbered on its box and, where possible also on its spool Microfiche should each be stored in individual Silversafe Photographic envelopes. The envelopes should be secured/placed in a Manilla folder or appropriately sized box All microform should be processed and stored in accordance with BS1153 (1992). Recommendations for the processing & storage of silver-gelatin-type microfilm. 13

14 8.6. Photographs and negatives The repair of photographs should not be undertaken Photographs should be placed within an envelope. The reverse of the photograph should include referencing using a soft leaded pencil (such as HB or 2B) The presence of photographs should be noted on the Transfer documentation Negatives should be placed in an envelope which should include referencing If a file contains photographs of a distressing nature it is important to include a warning either on the front of the file or on the envelope stating WARNING, THIS FILE/ENVELOPE CONTAINS PICTURES WHICH ARE OF A DISTRESSING NATURE Video and audio Video and audio media should be kept within their original containers, packed into suitably sized boxes and listed on the transfer documentation. For advice on packing video and audio media please contact the Digitisation Manager, Northumberland Collections Service, Woodhorn (Tel ) D Objects and artefacts D Objects - Sharp bulky objects, attached to or standing proud of a document, should be removed when packing and should be packed separately if they are to be stored as part of a record. They should be fully referenced to the original record Artefacts items of historical interest should be identified, listed, packaged and labelled according to the guidelines prepared by the Northumberland Collections Service Archive Service Electronic media This section refers to electronic media (such as CD/DVD and diskettes) found amongst paper files and does not cover transferring records from electronic office management systems directly to DSRSW. Guidance on transferring electronic records from office systems directly to DSRSW will be available shortly Prior to transfer, electronic media must be stored in appropriate conditions cool, moderately dry environments to protect from possible deterioration. Relative humidity should be no more than 25% and the temperature should be no more than 25ºC [77ºF]. Conditions must also be stable without major changes in temperature (no more than 15ºC [27ºF] either way. DSRSW can provide specialised storage facilities for digital material. 14

15 As a general rule CDs/DVDs are thought to have a longer life than magnetic tape. They should be kept in original containers and will be dealt with by DSRSW staff Prior to transferring electronic tapes, activate their write-protect tabs (or remove write rings from open reel tapes) Electronic media must be protected from stray magnetic fields during its journey to its place of deposit See also BS4783:Part 7:1993 on the storage, transportation and maintenance of media for use in data processing and information storage As part of the service offered by DSRSW. A technology watch can be initiated on electronic media to ensure that neither the software nor the hardware become obsolete or unreadable. A charge will be incurred for this service. Please state at the time of deposit whether you require this service. 9. Packing Records 9.1. All records must be packed in DSRSW and NCS approved boxes (see below). If you wish to use any other type of box you must first contact DSRSW to determine if the boxes will be suitable for the shelving available. Full box specifications are given in Appendix All boxes must have sufficient room for the records to be extracted easily. Do not overfill the boxes If documents have an uneven thickness (such as volumes with spines thicker than their edges or files that are much bulkier at their tagged corners), then alternate the files orientation within the box. However, please ensure that the file labelling is visible when viewed from the open end of the box. Do not overfill the boxes. Fig.17. Approved storage box for short term storage. <25 years Fig.18. Approved storage box for long term storage >25 years 9.4. Records that have not been correctly boxed-up for transportation and storage will not be accepted into Woodhorn. 15

16 Fig. 19. Unacceptable packaging of records for transportation and storage. 10. Labelling Files & boxes Files All individual Files should be clearly labelled with the information given in Appendix The positioning of the label on the document should be consistent but should allow the information on the label to be seen easily when the box is accessed Wherever possible files containing the same disposal date should be stored in the same box. This will save time during disposal and will also ensure that files are not destroyed before their disposal date Boxes Only DSRSW approved box labels can be used and these should be placed on the box according to the instructions given in Appendix 4. Labels will be provided by DSRSW Wherever possible boxes should not contain items with different disposal dates Rolled maps For rolled maps, labels should be attached by adhesive tape to the outside of the tube or box and a sheet containing the same label information should be placed inside. (See Fig 14 above). 11. Record Transfer Documentation When the boxes have been packed and labelled, the contents should be comprehensively listed onto the DSRSW Transmittal List Details on the completion of this list can be found in Appendix 5 and a blank printable list is available in Appendix The Corporate Retention & Disposal Schedule should be used to determine how long a record should be retained. 16

17 11.4. Each item within the box should be included on the Transmittal List (see Appendix 5 for details on how to complete the Transmittal List) and a disposal date should be added or entered against each record. See Retention Schedule The completed Transmittal List should be sent to DSRSW at least 2 days before the boxes are to be deposited. 17

18 APPENDIX 1 Records Management Tip #1 Choosing file folders There are dozens of different file folder options. Two things determine the kind of file folder that you choose: the kind of filing equipment that you have and your retention requirements. Choose the file folder that best suits your records, even if it is not the cheapest folder available. Folder Weight File folders are made from different weights of paper. Choose heavierweight file folders for files that are used frequently or will hold a large volume of material. Lighter-weight folders can be used for files that are not used frequently. Acid-Free Folders Paper made from wood pulp contains acids that cause the paper to break down over time. Acids in the paper used to make file folders can do the same thing to the documents inside the folders. Therefore archival quality acid-free folders should be used for files that have long (25 or more years) retention periods. A4 or Foolscap Most departments will use a mixture of these sized folders. Many older documents were created on foolscap sized paper and will require the correct sized folder to accommodate the document without damage. Accordion-Style or Pocket Folders Pocket folders are useful where you have large volumes of material that cannot be split up easily into volumes of regular style file folder. They are also useful when you want to file small pieces of paper, as the paper will not fall out of the folder. Ring Binders or Lever-Arch Files These are commonly used in offices and offer quick and easy access to information. However, they are heavy and bulky and will take up more space if placed in storage boxes. Multi-Part or Classification Folders Multi-Part folders are folders that have dividers in them to separate them into several sections. They are useful for case files that contain many different types of information that needs to be referenced quickly. Each tab inside the folder can be used for a different type of information. Suspension or Hanging Folders Hanging folders have little hooks on them to hang in filing cabinets. Hanging folder should be used as holders for regular style file folders, and re-used when the files are removed. End Tab or Top Tab Folders Tabs are the part of the folder that extend beyond the edge of the folder and provide a place for a label. End Tab folders have a tab along one side of the folder. Use end tab folders in shelf-style filing cabinets. Top tab folders have a tab along the top of the folder. Use top tab folders in drawer-style filing cabinets. Choose a tab style that is wide enough to display your file label properly. Colour File Folders Coloured file folders can be used to identify different types of records easily and to help you find misfiles. However, coloured folders should be used with care, when you are using coloured file folders, all of the folders in the same colour should be kept together. 18

19 APPENDIX 2 Records Management Tip #2 Labelling Folders Every file folder needs a label. The labels are used to identify the file and display information that is useful for managing the file. They should be put in the same spot on every folder, so that they are easy to find (see fig. 7 and 12). Contact your Records Management Champion to find out if your department has standards for file labels. At minimum, a file label should contain the following information: The file reference number The file title The volume number The open and close dates of the file Additional information can be put on the label: Name of department and/or section Retention/disposal date Access restrictions Records for permanent retention should include a label with the words Permanent Retention (in red ink) on the front cover. (see Fig 7). These can be produced using computer software. 19

20 APPENDIX 3 Approved box Specification Approved Box sizes Only approved box sizes can be used to deposit records with Woodhorn. This will ensure that they will fit on the shelves and that DSRSW staff can safely retrieve them. Box size 1 Short term storage < 25 years Transfer File (e.g. Oyster Transfer File, Impega Transfer File), size 361mm x 123mm x 250mm, these boxes will hold A4 and foolscap sized documents. These boxes can be acquired by the client from a supplier of their choice or can be purchased from Woodhorn. Please contact DSRSW staff for information and charges. Box size 2 Long term storage >25 years White or brown acid-free cardboard box, size 280mm x 380mm x 280mm, these boxes will hold A4, foolscap and larger documents such as planning files. These boxes can be acquired by the client from a supplier of their choice or can be purchased from Woodhorn. Please contact DSRSW staff for information and charges. 20

21 APPENDIX 4 Labelling the boxes a) Only approved box labels must be used on storage boxes. These labels will be supplied by Woodhorn. The labels have been designed to fit on one short side of a Transfer File style box. Completing the label FOR Northumberland DEPARTMENT USE: Collections File Information Service Document Storage & Retrieval Service FOR DEPARTMENT USE: File Information Customers should complete this section fully, entering the correct name for their work area. This section will be completed by DSRSW staff when the boxes arrive at their place of deposit. Project files Ref: CM10 BOX NO.: 10 GROUP: Place DEPARTMENT: Street Scene SECTION: Highways & Transport TEAM: Integrated Transport Unit FOR RECORDS MANAGEMENT USE ONLY STRONGROOM NO.: STACK NO.: LOCATION: DEPOSIT: This section is for the client to add any helpful information to the labelling. Boxes that are part of the same deposit should be numbered consecutively e.g. 1, 2, 3, 4, 5 (only numbers should be placed in this section) DO NOT add referencing information to this section. If you wish to give the box a particular reference please use the space above. E.g. CM10 has been placed in the space for Department use. Each set of boxes that are deposited at Woodhorn form a new deposit and will be given their own unique Deposit Number beginning with the letters MR, therefore the box numbering for each deposit should start from number 1. 21

22 b) Labelling of short term storage boxes Please do not cover the finger-hole at the bottom of the box. Place the label carefully and straight, in the correct position. Do not seal the tops of the boxes. Woodhorn staff must be able to access the boxes quickly and easily. c) Labelling of long term storage boxes The box label should be completed in the same way as in a) above and placed in the centre of one short-side of the box. Please do not seal the top of the box. Woodhorn staff must be able to access the records quickly and easily. Permanent Retention If whole boxes of records are earmarked for permanent retention after their time in the Records Management facility, a label should be placed on the bottom left-hand corner containing the words Permanent Retention (in red ink). 22

23 APPENDIX 5 Completing the Transmittal List Wherever possible place records with similar destruction dates in each box e.g. Records with long-term retention periods (more than 25 years) should not be boxed up with shorterterm records. This will ensure that records are handled as little as possible, it will save staff time and will also prevent accidental disposal of records. a) A transmittal list is a detailed record of file references contained within each box. It also contains details of the organisation, department, box number, and deposit and location number of each box (important information when making file requests). b) The transmittal List template can be found at this link and is available via the Internet/Intranet on the Northumberland County Council website, Records Management webpages. If you do not have access to the Internet it can be supplied on CD-RW. If you do not have access to a computer it can be supplied in paper format see Appendix 6. c) Enter the details of your organisation and department ensuring that they correspond to the details on the box label. d) List the contents of each box fully. The information given on the Transmittal List will be used to perform future searches for information and records. It is therefore very important to state clearly the name of the file as it is stated on the document cover. (see below for example of completed Transmittal List) e) Do not use a separate sheet for each box. f) Records will not be accepted unless a disposal or review date is entered. g) Records that are to be retained permanently must also include either a disposal or review date to ensure that they are not deposited and forgotten. Records must be properly maintained throughout their lifecycle and this is only made possible by regular review dates. When the list is completed please return it (via , courier or post) to the Records Officer for checking. Records Officer Woodhorn Records Management Service Woodhorn Northumberland Museum, Archives & Country Park Ashington Northumberland NE63 9YF Tel: Fax: recordsmanagement@woodhorn.org.uk Website: 23

24 Example of completed Transmittal List Enter department and contact details Complete each section carefully. Do not use separate sheet for each box APPENDIX 6 A printable version of the Transmittal List template is available in Appendix 6. 24

25 APPENDIX 6 Northumberland Collections Service: Woodhorn Records Management Service RECORDS TRANSMITTAL LIST GROUP: SECTION: Contact Name: Date of Deposit: DEPARTMENT: TEAM: For WRMS Use Deposit Number: Box No. Ref no. & title (or description of item) Date from: Date to: Disposal Date Review Date Permanent Preservation? Y/N Location No. Date of permanent withdrawal from deposit Date Destroyed Date sent for permanent preservation Received at Woodhorn 25 Date..