1. A. Each box containing eligible records must comply with the following requirements.

   1. 1. The records are boxed in an approved records center box obtained from the records center.
   2. 2. The records in each box are from the same records series with the same retention period.
   3. 3. The records should be packed in the same order as they are filed in the agency.
   4. 4. Boxes shall not contain mixed media (i.e., microfiche with paper records).
   5. 5. Approximately 1 inch of space shall be left in each box to facilitate retrieval.
   6. 6. Records shall not be placed on top of other records in the box.
   7. 7. The approximate weight of each box shall not exceed 35 pounds.
   8. 8. Packing tape is discouraged. If utilized, it must only be used to reinforce the bottom of the box.
   9. 9. To protect the records in case of fire, agencies are strongly encouraged to pack their boxes with the records facing the long side (15 inch) of the box. If records being packed are letter-sized (8 ½ inch x 11 inch), the remaining space in the back of the box may include additional records with the records facing the short side (12 inch) of the box.
   10. 10. Boxes shall not contain hanging file folders, three ring binders, or binder clips.
   11. 11. If boxes contain records in a media other than paper (i.e., microfilm, audio/video files), the media type shall be noted on Form SS ARC 103 (Records Center Transmittal Form).

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:953 (June 2003), amended LR 51:1872 (November 2025).