Step

Responsible Party

Action

1.

Requestor

The Requestor is responsible for maintaining all tracking information related to:

• The accession number of each box sent and what documents reside within each box:
  • Description of each file; i.e., name, case #, etc.
  • Dates the documents were sent to Archives.

IRMS ability to retrieve documents from Archives depends on the accuracy of this information. 

• Obtain an official Oregon State Record Center Storage Box.
• Order Office Max number: P593766
• Request an Accession Number(s) from IRMS by e-mailing the Archiving specialist at dhs.archiving-services@state.or.us, contacting by phone at 503-378-4501, or by faxing your request to 503-378-4728 (each box must have its own accession number).
• Complete the DHS 6625, Archive Storage Label. See Box Label Instructions.
• Attach the label to the front end of the box, just below the handle.
• Fill out form DHS 0276, Shipping Log for Closed Case Records, and place on top of case files for each archive box being sent. You may substitute one of your own shipping logs, as long as it adequately describes the contents of the box.

• Files must be in alphabetical, numerical or chronological order as identified on the storage label.
• Files must be facing in the same direction as the DHS Storage Label.
• Files must be packed so that individual files can be easily retrieved
• Files must have the correct destruction dates (based on the Secretary of State’s retention requirements) written on the DHS Storage Label.

* Note:  The destruction date should be based on the closing date of last closed file within that box.

Send Archive Boxes to:  
DHS Records Archive Warehouse
2850 Broadway NE
Salem, OR 97303

If pick-up is necessary, contact DHS Archive Warehouse Coordinator at (503) 378-4501 or e-mail DHS Archiving Services at dhs.archiving-services@state.or.us to discuss best shipping methods.