How to label a box for storage:

• Print clearly on the box or label using black permanent marker.
• IMPORTANT – Please ensure label is positioned on short side of box (as shown in photo)
• If organized alphabetically, label alphabetical contents of box: e.g., MacD-Mar for surnames MacDonald to Martindale.
• If organized by year-last-seen, label date clearly on box: e.g., YLS: 2011.
• If organized by unique patient I.D., label in alpha/numerical order as applicable
• If boxed by some other filing protocol, please ensure that patient records are readily retrievable based on the system used.
• Print box number and total boxes in set: e.g., Box 1 of 30 for first active box of thirty.
• Indicate if records are part of a set: esp. ACTIVE or INACTIVE.
• PAEDIATRIC set: if you choose to separate out patients under the age of majority in your province, please indicate this on the box label.(Contact RSRS for further details.)
• For DECEASED / TRANSFERRED sets please print on box label clearly.
• Shredding: Any shredding ready to be destroyed, mark box FOR IMMEDIATE DESTRUCTION.

Return to Preparing Paper Patient Records page.

Call RSRS at 1-888-563-3732, ext. 2, to discuss the best way to organize, box and label your paper medical records for shipment and long term storage.

There are many ways to label a box, depending on the filing system used. This example is labelled alphabetically by name but you can label based on your filing system, (e.g., YLS, Unique I.D., etc.)