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Removal of a whole piece
closures and retentions

When a whole piece is not open and available to the public

a dummy card must be put in its place in the box

where the piece would be if it were open.

This will show why the piece will not be found

Complete the dummy card with
the department, series and piece numbers,

and then date and sign the appropriate box

Place the completed dummy card in the box,

ensuring that adequate space is left

for the piece to be placed back in the box

once it becomes open and available to the public,

without the box becoming overfull.

If the piece is closed,

it will be transferred to The National Archives in separate boxes or bags.

Stick a CLOSED UNTIL label on the file, and fill in the appropriate year using a chinagraph pencil.

Placed the closed piece in a separate box

and label it with Department / Series / range.

Stick a CLOSED UNTIL or CLOSED UNTIL VARIOUS DATES label on the box.

Write the appropriate year using a chinagraph pencil.

This box will be placed at the end of the series on the shelf in the repository.

If the piece is retained, it will be held by the government department and not transferred.