1. All material transferred from Central Files, or directly from a department, to ASA must be documented by box number, department/section, content, year of material and earliest possible destroy date.

Appropriate labels must be acquired from Central Files/FREH Operations Staff, accurately completed and affixed to all file boxes prior to shipment to ASA.

2. Once documented, a copy of the box listings must be maintained by the department and forwarded to Central Files Supervisor and the FREH Operations staff member responsible for the ASA Building.

1. Request for Material: Requests for material at the ASA should be submitted to the First Floor Service Staff (or placed directly in the "ASA" mailbox) on the File Request Form ASB #4. Each request should be clearly labeled "ASA" to avoid confusion and lessen the chance of misfiled records. File requests for the ASA Building must be completed in full and should not be forwarded to Central Files.
2. Retrieval: Every effort will be made to provide "same day service" from the ASA Building. If an immediate need for material at ASA exists and Operations staff are unavailable, keys are available for retrieval by the departmental staff by contacting the First Floor Service Staff. ASA voice mail (46760) is available to communicate other information to the FREH Operations Staff.
3. Returned Material: Material to be returned to the ASA Building should be clearly marked "Return to ASA" and forwarded to First Floor Service Staff or placed in the ASA mailbox.
4. Files will be retained in the ASA Building until otherwise authorized (see below).

Annual trips to the ASA Building should be planned by each department to reassess retention of material stored at this building. If physical trips to the facility are not possible, departments should communicate to FREH Operations Staff the box numbers that can be purged.