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Prepare extracted records for transfer,
transferring closed extracts or redactions.

Select a 4-flap folder

and using a chinagraph pencil

write the department number, series number and
item number clearly on the front.

Ensure the item reference matches the FOI schedule

Stick a CLOSED UNTIL label and
black and yellow warning tape

onto the front cover of the closed item 4-flap folder.

Ensure that the label and tape
don’t obscure any text on the cover.

Complete the CLOSED UNTIL label
using a chinagraph pencil

with the year when the pieces will be open.

If a piece has been split into items because of thickness,

all the items should have CLOSED UNTIL labels on them.

Further information on calculating closed until dates

is given in a separate section of this topic.

Place the original extracted documents in this new 4-flap folder.

Normally, closed pieces and items

should be transferred to The National Archives

in separate boxes or bags from open records.

This is a security measure and helps to avoid

open and closed records becoming mixed up in transit.

Once at The National Archives,
the closed records are removed

and stored in a separate, more secure location.

Therefore the boxes for transferring closed material

can be old, not of archival standard,

and merely need to have details of the contents written on the front, rather than using labels.

If a box contains only closed pieces

and the closed pieces all have the same opening date,

a CLOSED UNTIL label needs to be attached to the box

and filled in with the opening year in chinagraph pencil.

In the exceptional cases when closed pieces are transferred in the same boxes as open records,

green closure labels are required for the boxes, as a security measure.

If a box contains a mixture of closed pieces and open pieces,

or closed pieces with different opening dates,

a CLOSED UNTIL VARIOUS DATES UP TO label
needs to be attached to the box

and filled in with the latest opening year in chinagraph pencil.