Archives Box Label (DHS 6625) Instructions

1. Division Number and Name, RDC (Cost Center), Section and Unit Number.
2. General description of the type of files contained including form number.
3. Specific description of files contained including the beginning and ending: last names- if Alphabetically arranged, Dates - if Chronologically arranged or Case Numbers – if numerically arranged.
4. Method of sequencing the files within the box.
5. Accession number from group pre-assigned by DHS Archives Specialist.
6. Beginning and Ending dates of enclosed documents regardless of file arrangement within the box.
7. Box number out of the total quantity shipped to Archives on a specific day.
8. Destruction date derived by adding the retention period onto the date of the last closed file within the box.

Secure label to the end of the box that all documents are facing.

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Policy & Procedure(s)

• DHS-050-005, DHS Archives Policy
• DHS-050-005-01, Archives Procedure: Sending Records for Storage

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Contact

• Name: Archive Specialist; Phone: 503-378-4501; Email: dhs.archiving-services@state.or.us
• Name: Deputy Administrator; Phone: 503-378-3528; Email: dhs.archiving-services@state.or.us

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If you have comments about this site, send email to dhs.policyinfo@state.or.us.

Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330