Confidential Waste Collection Record
Account for every bag of confidential paper from the moment it is sealed to the certificate that says it was destroyed.
IY-04 1 page
IT and office systems · IY-01
Archive Box and File Index
A free printable archive box index sheet — one per box, listing each file, its date range, owner, review date and where the box is stored.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Find a file years later without opening every box, and know who to ask before anything in the box is thrown away.
Who it is for
Office managers, practice administrators and anyone boxing up paper records for a store room or an off-site archive.
How to use it
- Give the box a reference and write it on the box, the lid and this sheet.
- List each file as it goes in, with the dates it covers and who owns it.
- Note where the box is shelved, or the off-site reference if it is sent away.
- Keep one copy in the box and one in the office; update both when a file is pulled out.
- Write your own review date in the column; nothing is printed there for you.
What is on the sheet
One page, top to bottom:
Printed under the title: One sheet per archive box — what went in, the dates each file covers, who owns it and where the box now sits — so a file can be found again without opening every box on the shelf.
Packed once, found later. Fill this in as the box is packed, not afterwards, and keep one copy inside the lid and one in the office file. No keep-until date is printed here: the review column is for whatever period your own policy or your adviser sets for that kind of record.
Write-on lines: Organisation / department · Box reference · Date packed · Packed by · Stored at (room, bay, shelf) · Sent off-site on · Off-site reference
Contents of this box — one line per file, folder or bundle
Table, 9 rows: File ref. · Description · Dates from · Dates to · Owner / dept · Review on · Removed
Ruled lines: Notes — box condition, files pulled and returned, destruction record
Questions
Why is there no keep-until period on the sheet?
Because how long a record is kept depends on what it is and where you are, and that is for your own policy or adviser to set. The review column is a blank for your date, and the sheet only records that the date exists.
Should one sheet cover several boxes?
No. One sheet per box is what makes it work: the sheet travels with the box, and a box that turns up on the wrong shelf still explains itself.
Related sheets
Asset Register
Record what the business owns rather than what is in the shed: a numbered list with cost and disposal, which is what an insurer or an accountant asks for.
WT-13 1 page
Key Control Register
Know at a glance which keys are out and with whom, and be able to say honestly how many copies of any of them exist.
AS-02 1 page
Device Issue and Return Record
Know who has which laptop, tablet or handset right now, and have a signature for the moment they took it and the moment they gave it back.
IY-05 1 page
