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Box Order Form

The Archives requires that all records be sent in a standard size box appropriate for the type of records sent. If records are sent in boxes that are not comparable in size and quality to the ones the Archives uses, the boxes will be replaced. Copy paper boxes and Notre Dame maintenance boxes are not acceptable. Please check with the Archives before using any non-approved cartons and inform the Archivist for University Records of any materials that might require unusual containers.

Estimating the number of boxes to order

One box can hold 15 linear inches of letter-sized files or 12 linear inches of legal-sized files.

Determining the type of box to use

Brown BoxUse brown Paige boxes for records of permanent or long-term retention and for records that are scheduled to be appraised by the Archives. These boxes are available from the Archives.

 

 

White BoxLightweight white boxes are used for records that will be destroyed within 20 years. Small quantities of these boxes are available from the Archives. Offices needing 12 or more white boxes should order directly from Office Depot. The appropriate box is: Item # 161488, Office Depot Brand 60% Recycled Quick Set-Up Storage Boxes with Lift-Off Lid, Letter/Legal, 10"H x 12"W x 15"D, White/Blue, Pack of 12. Please do not substitute any other vendor or box without first consulting the Archives.

Other Considerations:

  • The Archives strongly prefers that hanging file folders not be sent to the Archives, and that any records stored in hanging file folders be moved into regular folders (with identical labels) prior to transfer. If an office must send hanging file folders, those folders must be packed in brown Paige boxes regardless of the records retention period. The metal bars of the hanging file folders must rest on the inner wall of the box and not rest on or extend beyond the outer wall of the box.
  • If transferring only a very small amount of materials, use a sealed envelope instead of a box. Create a packing list and submit a Records Pick-Up Form to transfer the envelope to the Archives. Do not send any records to the Archives by campus mail.

Click here for Box Order Form

 

 

This page was last updated February 6, 2023