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New: Effective August 1 2020, City Records will be using a new, spreadsheet-based transfer form (available here) to facilitate standardization of box and folder data and entry into our new Records Management System. Records Coordinators are encouraged to submit transfer sheets electronically, and will be required to do so by no later than December 1, 2020. Information about completing the old transfer form will be maintained here until then to aid in the transition.
Download the new Transfer List form
Download the Transfer List template (old)
The Records Transfer List Form is required any time records are being transmitted to the City Records Center for purposes indicated on the Records Retention Schedule. Each Department’s Records Coordinator should review the Transfer List for accuracy and completeness prior to transfer. The transfer list may be brought with the records or emailed to City Records, but it must be received no later than receipt of the records themselves.
All records to be sent down for storage in City Records must have an associated, non-expired records retention schedule. If your office has records that do not appear to belong to any schedule, please contact City Records staff for assistance and/or scheduling help. Where possible, please send records down in official CRC boxes with completed box labels.
Listed on the Transfer List are:
When you have completed the Transfer List, email or call the Records Center at 286-3393 to make arrangements for the pickup or delivery of records.
We advise retaining a copy of the Records Transfer List for your reference files. Lists received since 1999 are also being scanned into E-Vault; please contact Brad Houston or Jack Gaboury for access.