The King County Records Center is the county's designated storage facility for inactive paper records. Use of the Records Center is governed by Executive Policy INF-15-4-1-EP. Inactive boxes of records are required to be entered and managed in Content Manager.
These instructions are for King County employees to send or retrieve boxes that are still within their legal retention period and are in the legal custody of their agency.
1. Plan before you packInclude only one record series per box (no mixed series) and make sure the records are eligible for Records Center storage. You may need to review your retention schedule.
Storage eligibility requirements:
- records are primary copies and classified as public records in accordance with RCW 40.14 (i.e. not duplicate copies or transitory records)
- records that have been digitized in accordance with a Digitization after Digitization (DAD) approval and standards set forth in WAC 434-663 are not eligible for storage at the Records Center
- records must have met their cutoff date (i.e. Date Closed) and are no longer needed for agency business and are deemed inactive by the agency
- records must have at least one calendar year left of their retention period
- records that are past their approved retention period are not eligible for storage at the Records Center unless they are required for response to pending litigation, audit, public disclosure request or legal hold (if applicable, submit a Legal Hold Request Form after the box has been created in Content Manager and before the pick-up request has been sent - between step 4 and 5 below).
- records must be entered in Content Manager (CM)
2. Box your records appropriately
- Records must be placed in standard 12"x10"x15" boxes with double-walled construction and attached lid. Keeney's #FEL-12772 is the officially recognized box - all other box types and oversized boxes will be granted storage eligibility on a case-by-case basis by the Records Center Supervisor.
- Do not under-fill a box. It must be full with no more than 2 inches of free space to be accepted by the Records Center. For partially-full boxes, please contact the Records Center to discuss possible solutions.
- Do not over-fill a box. All folders should fit inside comfortably.
- Do not include 3-ring binders, hanging file folders or large metal fasteners (binder clips)
3. Label your boxes
You must use box labels purchased online from the King County Print Shop . Project is called "Records Center Box Labels", they come in packages of 100.
- Enter the following information on each box label and affix it to the front of the box.
Department and Division - the agency that owns the box, example: DES-RALS-(ARMMS)
Description of Records - explanation or description of records in the box; which should usually be the same as the "Box Title" in Content Manager
Inclusive Dates - the date range of records within the individual box
Box Number - the Content Manager box number; an auto-generated 6-digit number with a "B" in front of it (you will have to go back to complete this after you have completed step 4).
Do not write any confidential information on the label.
Firmly affix the label to the front of the box (the short end of the box).
4. Enter your boxes in Content Manager
5. Request box pick up in Content Manager
Records retrieval requests and access to records must be made in Content Manager by employees who have been specifically designated by their agency as Records Management Leads.
To maintain the integrity of the filing system, only box-level records retrieval requests will be processed by the Records Center. For unusual circumstances, the Records Center Supervisor may approve individual file requests.
If it is necessary to add new records to a box after it has been sent to the Records Center, it is the originating agency's responsibility to interfile the new records.
1. Locate the box in Content Manager
Remember! Boxes in Content Manager now have a "B" in front of their number. So if you are trying to find box number 919616, the number is now B919616 in Content Manager.
Below is how you would search for a box by the number: