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As I've spent a good deal of time dealing with Federal records, the term
that comes to mind is "accession" as well.  It is the term of choice used on
the SF 135 - the form government agencies use to send/retire records to the
Federal Records Centers.  

In those terms the word "Transfer" is used to indicate the records are being
sent to the National Archives, and the agency is giving up physical and
intellectual rights in the process.

"Transmittal" might also be a term used, as the group of records/boxes may
referred together as a collection on the form (paper or virtual) executing
the transfer in physical custody.

Tod Chernikoff, CRM

-----Original Message-----
From: Records Management Program [mailto:<a href="/cgi-bin/wa?LOGON=A3%3Dind0705C%26L%3DRECMGMT-L%26E%3D7bit%26P%3D330351%26B%3D--%26T%3Dtext%252Fplain%3B%2520charset%3Dus-ascii" >[log in to unmask]</a>] On Behalf
Of Larry Medina
Sent: Monday, May 21, 2007 4:44 PM
To: <a href="/cgi-bin/wa?LOGON=A3%3Dind0705C%26L%3DRECMGMT-L%26E%3D7bit%26P%3D330351%26B%3D--%26T%3Dtext%252Fplain%3B%2520charset%3Dus-ascii" >[log in to unmask]</a>
Subject: Re: [RM] I need a word...

On 5/21/07, Greg Schildmeyer <<a href="/cgi-bin/wa?LOGON=A3%3Dind0705C%26L%3DRECMGMT-L%26E%3D7bit%26P%3D330351%26B%3D--%26T%3Dtext%252Fplain%3B%2520charset%3Dus-ascii" >[log in to unmask]</a>> wrote:
>
> I would like to ask for the collective wisdom of the list to help me find
> a
> descriptive word for a records management concept.
>
>
> What would you call a group of closed files in a records series that are
> ready to be - or are being - stored together for their prescribed
> retention
> period?
>
>
> For instance, a records custodian sends you, the Records Manager, a
> transmittal form for approval that says he/she has 8 boxes of closed FY06
> Inspection Records to ship to the commercial or company-owned records
> storage facility for retention.  What term do you use to refer to that
> group
> of 8 boxes?



Inactive, retired, etc all refer to the status of the records, they don't
provide any identifying information.

I'm not sure about assignig a "Transfer ID" unless for sem reason, you don'
twant any identifying information on the records cartons aor the transmittal
and need a secondary identifier.

Block, accession, or (my favorite too, Steve) is File Series. All of these
records serve a single function and belong to the same record series, the
fact that the files "closed" following FY06 assists in establishing the
required retention period and determining when they are eligible for; and
will require approval for, destruction.





-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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