Records Center Program
Record creators that wish to retain custody of analog formats (paper, tape, film) can transfer the records to the Records Center program. A monthly fee will be charged per box, which covers storage, insurance and withdrawal costs.
FAQs for Transferring Records to the Records Center Program
- Are there fees to store records in the State Archives Records Center Program?
Yes, there is a monthly box fee that will be charged quarterly. Please see Our Fees page for current box storage rates.
- What record types are eligible for transfer to the Records Center Program?
Paper documents, photos (prints and negatives), and audiovisual materials (films and tape) are accepted.
- What about digital records?
We have a separate program for digital records. Please see our Security Copy Program page for more information.
- Where do I purchase Archive Storage Boxes?
Boxes can be purchased anywhere banker-sized boxes are sold. Archival quality boxes can be purchased at Gaylord Archival or Hollinger Metal Edge.
- What should I do to prepare the records for transfer to the State Archives?
There are a couple of things that one could do to prep the records before boxing up and transferring material to State Archives.
• Remove materials from envelopes, hanging folders, and envelopes and place materials in folders.
• Purge all unnecessary duplicates of documents and records that would be considered non permanent.
• Remove all binder clips, rubber bands, and large paper clips from records prior to packing.
• Keep the records in order in which they were originally filed.- How should I pack the boxes?
• Pack the boxes until they are almost full. Leave a little "wiggle" room. Typically "wiggle" room is defined as about an inch and a half or being able to slide your hand between the files and the back of the box.
• If the records are letter size, please file them facing the handholds.
• If the records are legal size, please file them facing the long side of the box.
• Do not combine different record series into one box.- Should I create a content list for the boxes being transferred?
Yes, please create a list that matches the order of the materials filed in the boxes.
- How would we go about viewing a file we previously transferred to State Archives?
For paper or photo records, you can request to view files through our Research Desk. You can either make an appointment to view the files in person, or you can elect to have the files sent to you via email or mail for no additional cost. In both instances, please make a request to access records to our Research Desk.
The State Archives staff does not have the bandwidth to accommodate making in-house reproductions of large amounts of records at once. For large-scale requests, State Archives may recommend a third party digitization project. This will be determined at time of request and will be discussed with the creating agency before moving forward. Third party digitization fees may be applicable and charged to the creating agency.
The State Archives may not have the appropriate technology to view all audio or visual formats in their research room. Other options, if needed, will be discussed at time of request.
- How would a customer view a file we previously transferred to State Archives?
The record creator maintains custody of the records transferred to the Records Center Program. Any person not with the creating agency must work with the creating agency for access. State Archives will not provide access directly to the customer.
- Contact information for further questions
If you have any additional questions please contact the State Archives at 303-866-4900 or DPA_archivesrm@state.co.us