Records Transfer Process

Identifying completely and accurately records for storage at Metro Records Management is essential for our staff being able to find the records you request. Following the steps for all three parts of the records transfer process will help assure that the records will be found when you need them.

These instructions include steps for:
       Completing the Transmittal Spreadsheet
       Completing the Transmittal and Receipt Form
       Finalizing the transfer of records

Call Metro Records Management at 862-5885 with any questions.

Completing the Transmittal Spreadsheet

1. Open the Transmittal Spreadsheet. Click on File, then Save As. Select the folder where you wish to save the spreadsheet, and then name the file using the format Department Name-Division Name-Date. Here is a file name example Metro Clerk - Records - 10-17-06.xls.

This Excel spreadsheet has been developed to list your boxes and their contents. It is also formatted so that we can import the information into the records tracking software used by Metro Records Management. The formatting and columns should not be altered. For details, please see this section on the integrity of the spreadsheet: Retaining the Integrity of the Transmittal Spreadsheet.

2. Fill in the following columns for each box being transferred. Examples are included after each definition:

BARCODE - This is the barcode number including any proceeding zeros (012345)

RDA # - This is the appropriate record schedule number (RDA 0001, GRS 0101)

BEGINNING SEQUENCE - This is the beginning item in the box (15 character limit)

ENDING SEQUENCE - This is the last item in the box (15 character limit)

BEGINNING DATE - This is the earliest date in the box (01/01/2001)

ENDING DATE - This is the last date in the box (12/31/2001)

DESTROY DATE - This is based on the retention required by the records schedule and is calculated to the nearest January 1 or July 1 that meets the complete retention (01/01/2007)

DESCRIPTION - This is a general description of the contents of the box.

3. E-mail the completed spreadsheet to records.center@nashville.gov for review.

4. You will be notified of any changes that are necessary.

Retaining the Integrity of the Transmittal Spreadsheet

When you open the Transmittal Spreadsheet, it will look like the illustration shown here. If you know something about Excel spreadsheets, you may be tempted to delete hidden or unused columns, or add formatting to the page.

Please don't!

Our spreadsheet is set up to create an import file for our records tracking software. Any changes you make must be fixed before we can import the data.

Figure 1. The Transmittal Spreadsheet. Note that help text will be shown if you pause the cursor over a cell with a triangle.

Completing the Transmittal and Receipt Form

1. Download and print a copy of the Records Transmittal and Receipt signature form: Records Transmittal and Receipt.

2. In box 2, fill in your department/division name and address, including the building, floor, and suite.
3. In boxes 3 and 4, obtain the signatures for the department/division head and the Records Officer, with corresponding telephone numbers and dates.

4. In box 6, note any internal departmental restrictions on access to the records.

5. In box 7, record the total number of boxes to be transferred.

Finalizing the Transfer

1. Print out your completed Transmittal Spreadsheet and attach it to the completed Records Transmittal and Receipt form.

2. Coordinate with Metro Records Management on a suitable time and means for transferring the records. Means of transfer include:
" Delivery by the department
" Pick-up by staff of Metro Records Management when appropriate

3. Deliver the original Records Transmittal and Receipt form and the Transmittal Spreadsheet to Metro Records Management along with the records.

4. Metro Records Management staff will sign in Box 5 of the Records Transmittal and Receipt form, and a copy of all paperwork will be returned to your office as evidence of a successful transfer.