ON – Records Transfer Request – Girl Guides of Canada-Guides du Canada

Name*
First Last
Email*
Where do you need to transfer records?*
Note: Choose Records Repository for requests for folder creation
- Off-Site Storage
- Records Repository
Please note the following:
- Only records still under retention but do not need to be accessed should be sent to off-site storage.
- Section staff must file records to be sent off-site in standard banker’s boxes (12” x 10” x 15”)
- Section/department is responsible for ordering boxes/labels
- Boxes must be in good condition and should be full but not over-packed (i.e., must be able to close). Over packed boxes will not be sent to off-site storage.
Please fill in the following information for your record transfer request:
What section do these boxes belong to?*
How many boxes will you be sending?*
(e.g. 5)
Please note - this form can manage requests for up to 10 boxes.
If you have more than 10 boxes to send to Off-Site Storage, please download and complete the additional off-site storage transfer sheet and submit it along with this form.
Please enter a number less than or equal to 10.
Box 1 - New or Returning?*
- New
- Returning
Box 1 - Function*
Box 1 - Record Series*
Box 1 - Reference number relevant to your section
(if applicable)
Box 1 - Alpha or Numeric From
(if applicable)
Box 1 - Alpha or Numeric To
(if applicable)
Box 1 - Start Date
i.e. date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 1 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 1 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 1 - Additional description of records
(if needed)
Box 2 - New or Returning?*
- New
- Returning
Box 2 - Function*
Box 2 - Record Series*
Box 2 - Reference number relevant to your section
(if applicable)
Box 2 - Alpha or Numeric From
(if applicable)
Box 2 - Alpha or Numeric To
(if applicable)
Box 2 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 2 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 2 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 2 - Additional description of records
(if needed)
Box 3 - New or Returning?*
- New
- Returning
Box 3 - Function*
Box 3 - Record Series*
Box 3 - Reference number relevant to your section
(if applicable)
Box 3 - Alpha or Numeric From
(if applicable)
Box 3 - Alpha or Numeric To
(if applicable)
Box 3 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 3 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 3 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 3 - Additional description of records
(if needed)
Box 4 - New or Returning?*
- New
- Returning
Box 4 - Function*
Box 4 - Record Series*
Box 4 - Reference number relevant to your section
(if applicable)
Box 4 - Alpha or Numeric From
(if applicable)
Box 4 - Alpha or Numeric To
(if applicable)
Box 4 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 4 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 4 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 4 - Additional description of records
(if needed)
Box 5 - New or Returning?*
- New
- Returning
Box 5 - Function*
Box 5 - Record Series*
Box 5 - Reference number relevant to your section
(if applicable)
Box 5 - Alpha or Numeric From
(if applicable)
Box 5 - Alpha or Numeric To
(if applicable)
Box 5 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 5 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 5 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 5 - Additional description of records
(if needed)
Box 6 - New or Returning?*
- New
- Returning
Box 6 - Function*
Box 6 - Record Series*
Box 6 - Reference number relevant to your section
(if applicable)
Box 6 - Alpha or Numeric From
(if applicable)
Box 6 - Alpha or Numeric To
(if applicable)
Box 6 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 6 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 6 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 6 - Additional description of records
(if needed)
Box 7 - New or Returning?*
- New
- Returning
Box 7 - Function*
Box 7 - Record Series*
Box 7 - Reference number relevant to your section
(if applicable)
Box 7 - Alpha or Numeric From
(if applicable)
Box 7 - Alpha or Numeric To
Box 7 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 7 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 7 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 7 - Additional description of records
(if needed)
Box 8 - New or Returning?*
- New
- Returning
Box 8 - Function*
Box 8 - Record Series*
Box 8 - Reference number relevant to your section
(if applicable)
Box 8 - Alpha or Numeric From
(if applicable)
Box 8 - Alpha or Numeric To
(if applicable)
Box 8 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 8 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 8 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 8 - Additional description of records
(if needed)
Box 9 - New or Returning?*
- New
- Returning
Box 9 - Function*
Box 9 - Record Series*
Box 9 - Reference number relevant to your section
(if applicable)
Box 9 - Alpha or Numeric From
(if applicable)
Box 9 - Alpha or Numeric To
(if applicable)
Box 9 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 9 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 9 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 9 - Additional description of records
(if needed)
Box 10 - New or Returning?*
- New
- Returning
Box 10 - Function*
Box 10 - Record Series*
Box 10 - Reference number relevant to your section
(if applicable)
Box 10 - Alpha or Numeric From
(if applicable)
Box 10 - Alpha or Numeric To
(if applicable)
Box 10 - Start Date
i.e., date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Box 10 - End Date
i.e. latest date of records te (dd/mm/yyyy)
DD slash MM slash YYYY
Box 10 - Retention Event Year*
(dd-mm-yyyy)
DD slash MM slash YYYY
Box 10 - Additional description of records
(if needed)
Additional boxes
If you required the transfer of more than ten boxes, please upload the completed additional off-site storage spreadsheet here.
Accepted file types: xlsx, Max. file size: 8 MB.
What date will the boxes be ready for pick-up?*
(dd/mm/yyyy)
DD slash MM slash YYYY
Urgency of pickup*
- Boxes need to be picked up as soon as possible
- Boxes can wait for the next pick-up order (up to 2 months)
Please read your confirmation email for instructions on how to label your boxes.
If you have more than two sets of folders (i.e., you require folders for more than two different record series) to send to the Record Repository, please download and complete the additional repository folders sheet and submit it along with this form.

Please fill in the following information for your record transfer request:
What SECTION/DEPARTMENT do these records belong to?*
What FUNCTION do the records fall under?*
What RECORD SERIES do the records fall under?*
How many YEAR FOLDERS do you need for this record series?
(e.g. 5.)
Please enter the number (#) of year folders you need. Year folders are based on the retention event year which is tyically the same as the End Date of your records.

Please note - this form can manage requests for up to 10 year folders. If you need to transfer more than 10 year folders, please complete additional forms. For instance, if you need to transfer 25 year folders, complete this form 3 times, listing folders 1-10 on the first form, folders 11-20 on the second form and folders 21-25 on the third form.
Please enter a number less than or equal to 10.
Folder 1 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 1 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 1 - Additional description of records
(if needed)
Folder 2 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 2 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 2 - Additional description of records
(if needed)
Folder 3 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 3 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 3 - Additional description of records
(if needed)
Folder 4 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 4 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 4 - Additional description of records
(if needed)
Folder 5 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 5 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 5 - Additional description of records
(if needed)
Folder 6 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 6 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 6 - Additional description of records
(if needed)
Folder 7 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 7 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 7 - Additional description of records
(if needed)
Folder 8 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 8 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 8 - Additional description of records
(if needed)
Folder 9 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 9 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 9 - Additional description of records
(if needed)
Folder 10 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 10 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
Folder 10 - Additional description of records
(if needed)
Do you need any other folders created in the Records Repository that were not already listed above?*
- Yes
- No
What function do the records fall under for the new folder?*
What record series do the records fall under for the new folder?*
How many YEAR FOLDERS do you need for this new record series?*
(e.g. 5)
Please enter the number (#) of year folders you need. Year folders are based on the retention event year which is tyically the same as the End Date of your records.

Please note - this form can manage requests for up to 10 year folders. If you need to transfer more than 10 year folders, please complete additional forms. For instance, if you need to transfer 25 year folders, complete this form 3 times, listing folders 1-10 on the first form, folders 11-20 on the second form and folders 21-25 on the third form.
Please enter a number less than or equal to 10.
New Folder 1 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 1 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 1 - Additional description of records
(if needed)
New Folder 2 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 2 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 2 - Additional description of records
(if needed)
New Folder 3 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 3 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 3 - Additional description of records
(if needed)
New Folder 4 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 4 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 4 - Additional description of records
(if needed)
New Folder 5 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 5 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 5 - Additional description of records
(if needed)
New Folder 6 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 6 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 6 - Additional description of records
(if needed)
New Folder 7 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 7 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 7 - Additional description of records
(if needed)
New Folder 8 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 8 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 8 - Additional description of records
(if needed)
New Folder 9 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 9 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 9 - Additional description of records
(if needed)
New Folder 10 - Start Date*
Date of creation or beginning of year to which records relate (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 10 - End Date*
latest date of records to the best of your knowledge (dd/mm/yyyy)
DD slash MM slash YYYY
New Folder 10 - Additional description of records
(if needed)
Upload additional Record Repository folder request form here
(optional)
Accepted file types: xlsx, Max. file size: 8 MB.
When will you be ready to transfer these records?
(dd/mm/yyyy)
MM slash DD slash YYYY
Please note: The confirmation email confirms receipt of your request only. Once your folders have been created, the Archivist will send you a separate confirmation email. This could take 5 days.
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