Procedures for Transferring Business Value Information to the Physical Information Management (PIM) Team

The purpose of this guide is to provide ESDC employees with general instructions on how to package and label boxes of business value information to be transferred to the National Headquarters Physical Information Management (PIM) team.

Preparation for Transfer

Only material that constitutes Business Value Information will be accepted by the PIM team.

Transferring Physical Information to PIM:
What is appropriate:What is NOT appropriate:
  • Administrative information from the office of primary interest (OPI) for the subject material.
  • Operational information resources that are originals.
  • Administrative and program information resources that do not originate in the sender's office and/or for which official files exist elsewhere in the Department, e.g., contracts in Assets Management and leave forms in Human Resources (Personnel).
  • Information resources that are duplicates.

Prior to the transfer, a comprehensive file-by-file inventory form of the information resources proposed for transfer must be produced electronically and sent to the records office. (See below for more explanation on how to generate that list). A paper copy of this list must also be included in the first box of the shipment.

  • Procedures
    1. Remove the following material from the files prior to sending the files to the PIM team:
      • Convenience copies
      • Duplicates: These information resources should be recycled or shredded according to their security Categorization.
    2. List contents of boxes
    3. In order to locate information if required in the future, also to determine the proper time and action for disposition:
      • Ensure that information of a similar type and function are packed together.
      • Ensure financial files from the same fiscal year are listed and boxed in the same group of boxes.
      • List of files should be in the same order as they are filed in the storage box.
      • Each file, video, cassette, disk, map, plan, etc., in each box should be listed.
      • List of files must accurately reflect the physical contents of the boxes.
      • All fields in the File Inventory form (XLSM, 3.86 MB) must be completed for each shipment.
      • Note: Lists of files or records for storage should be retained by the sender for future reference when documents need to be requested.
    4. Packing Information for Shipment to Physical Information Management
      • Box the file folders only in cubic-foot boxes that open from the top and have specific dimensions [Length: 38.1 cm (15 ¼"), Width: 28.9 cm (11 ½"), Height: 25.4 cm (10")].
      • Assemble boxes using two-inch packing tape to reinforce the bottom of the boxes.
      • Pack files closely enough to remain upright in the box, but not so tightly that there is no room for a hand to remove them and not so loosely that they slump in the box. The space left should be approximately ½" to 1".
      • Stand files upright in the box, with file identifiers facing in one direction (left to right) so they are visible when the box is opened.
      • Organize files according to the branch's file classification system, in proper sequential order (i.e., numbers are indexed before letters; single letters before double; but files can be arranged alphabetically, numerically, chronologically, etc., if there is no classification system), with all parts of the same file number kept together in numeric sequence.
      • Top flaps of boxes should be interfolded. Do not tape shut.
    1. Labelling boxes
    2. The following information should be printed using a permanent black chisel type marker on the narrow, "front face" of the box:
    1. Identify the branch, program, etc., in the upper left corner of each box. Acronyms for branches are acceptable, but the acronym must be clearly defined in the transfer documentation.
    2. Indicate the file type, calendar or fiscal year period below the institution identification information.
    3. Write the file name/number of the first and last file on each box.
    4. Write the box number range (e.g. 1/10, 2/10, etc.) in the top right corner of each box. Numbering should begin at "1" and continue through to the final box in the shipment. Do not repeat any numbers within a single transfer, and do not insert boxes between two consecutive numbers (e.g. 1a/10).
    1. Transferring files with high security level
      • Where possible, segregate information that is classified Protected C or Secret.
      • Do not indicate on the box that classified information is contained within. The PIM team will organize a date and time to transfer this information.
      • For guidance, contact the Physical Information Management at : nc-gestion_des_documents-records_management-gd@hrdc-drhc.net team, and mention that it is a "Business Value Information transfer" enquiry.