Records Storage Boxes

Records Storage Boxes (supplied by UARM)

UARM can provide WWU offices with records storage boxes (aka "Archive Boxes") at no cost upon request, although offices must use the boxes solely for transferring university records to the University Archives/Records Center.

To request boxes for this purpose:  please use our box request form. 

To request boxes for other purposes (such as in-office storage or for moving between offices): please see the "General Specifications for Records Storage Boxes" section below for advice on acquiring your own boxes.

About UARM Records Storage Boxes

UARM typically provides one of two types of storage boxes to WWU offices.

Standard Records Storage Box

By far, the most common box in use at WWU is the Standard Records Storage box. The box measures 10”H x 12”W x 15”D and is referred to variously as an "archive box," a "banker's box" or a "records center box." This is a standard size for common paper file storage, and it can accommodate either legal- or letter-size files. Legal-size files can fill the box from side to side, while letter-size files fill the box from front to back.

WWU receives these boxes from the Washington State Archives at no cost. This is why the boxes have branding and insignia from the Washington State Archives (a division of the Washington Office of the Secretary of State), even though University Archives and Records Management is a unit of Western Libraries Archives & Special Collections.

The boxes look like this:

A white State of Washington records storage box with blue lettering; read caption.
Front and side view of a white box with blue printing. The front side reads 'Property of the State of Washington (Official use only)' and includes outlines for affixing box labels. The longer side has blurry text but has branding for the Washington State Archives, including the state seal.

Half-Height Records Storage Box

These boxes are now rarely used at WWU, but they are available for select use cases. The boxes have the same length and width as the larger standard box, but are half the height. For many years at WWU, these boxes were used for efficient storage of smaller-format records, such as credit card receipts or payroll timecards. However, they are not used very often anymore, except in specific use cases.

The boxes look like this:

Two short boxes, one stacked on the other, with blurry print.
Front view of two white, half-height boxes, one stacked upon the other, revealing openings for handling the boxes, detached lids, and box labels with undecipherable print.

If your office needs boxes for transferring university records to the University Archives/Records Center, please use our box request form. 

If your office needs boxes for other uses, see below.

General Specifications for Records Storage Boxes

If your office needs boxes for storing records in their office, for moving records between offices, or for uses other than sending records to the University Archives/Records Center, you will need to acquire boxes from another source, such as through Western Marketplace.

UARM provides the following information as a guide to selecting quality boxes for storing typical office files (e.g., letter- and legal-size files).

Size

We recommend using boxes with the following dimensions:

10”H x 12”W x 15”D 

This is a typical "banker's box" size and will accommodate files in both Letter (Ltr) and Legal (Lgl) orientation. Anything larger will likely end up being too heavy when full, and anything smaller will likely be too small for efficient standard file storage. This size will also conform to the shelving specifications in the Archives, should the boxes ever need to be sent there.

If your office has unique needs, such as for fragile items or archival materials, please contact UARM for assistance, and we can offer support for acquiring specialized containers.

Construction/duty rating

The boxes should be durable enough to handle 25-40 pounds of records, to withstand repeated use, and to withstand stacking while full. UARM recommends medium- to heavy-duty boxes for most typical office uses. Heavy duty boxes typically have a stacking strength of around 850lb and should be durable enough for years of repeated use.

Lid style

UARM recommends purchasing boxes with hinged lids, if possible, in order to ensure that the lid stays on/with the box. If a hinged lid is not possible, UARM recommends purchasing boxes with lids that have a larger overlap around the box edges to help ensure that the lid stays on the box. 

Handles

UARM recommends purchasing boxes with handles. Typically, these are openings at each end used for handling boxes, which will make moving the boxes much easier. Most boxes will have these because they are a practical necessity.