Record Center Service

The ECA Records Center is intended to serve as a central repository in which the Commission can store and manage all of its semi-active records such as legal or financial documents. Records that are accessed only occasionally for reference or to meet audit or legal obligations are called "semi-active" records and are housed in a records centre that is located in less expensive space that is set up for maximum storage efficiency.

• Decongestion or identification and separation of records/files/documents which have not been active for three (3) years for transfer to the records center
• Preparation of Records Transfer Request Form and Records Inventory Form.
• Marking of location number on files
• Preparing records for transfer
• pack Files/documents firmly in boxes
• Limit box contents to one record series.
• labelling box with three numbers. These are:
  
  • the series number, assigned by the office of origin (refer the file plan)
  • the consignment number, assigned by ECA Records Management Unit
  • the box number, assigned by the office of origin

Archival Services

• Preparing records for permanent preservation
• Cataloguing
• Accessioning of records
• Managing digital transfer
• Applying legal obligation (declassification)
• Making available the records for the public/staff