1800 SW 6th Ave, Suite 550, Portland, OR 97201
In order to send records to the Archives and Records Center, you will need to fill out the Record Activity Notice (RAN). There are six sheets included in the Records Activity Notice Excel workbook. The first three sheets (blue tabs) are instructions for filling out the forms and for packing the boxes. The second three sheets (purple tabs) are the forms you’ll need to complete. Please read the instructional sheets first, and then fill out the Box List, the Folder List, and Transfer Sheet. Please do not list more than 25 boxes per RAN.
When you're finished filling out the forms, attach the entire RAN workbook to an email and send it to our general PARC email for review and approval. If approved, you’ll receive an email with a Confirmation of Approval number for the shipment; print out the email and attach it to the top of one of the boxes. You’ll also need to contact Printing and Distribution (P&D) to arrange for a box pick-up. Contact P&D at 503-823-4448 and access the Online Service Order through the P&D website.
Whether this is the first time you’ve sent records to the Records Center or you need a refresher, we have resources available to assist you. We highly recommend that you take both tutorials below because they take you step-by-step through the process of boxing records and filling out the forms. If you would like an in-person training, please contact us directly to arrange a time. Please note: We will train seasonal and temporary employees, but a full-time/permanent employee must attend as well. Since temporary employees are usually available only for a short time, we also require that a full-time/permanent employee of the office serve as the main point of contact for the duration of an archiving project.
If we encounter any problems with your RAN or boxes, someone from PARC will contact you about what corrective actions need to be made. We encourage people to contact us with questions about the process: firstname.lastname@example.org or 503-865-4100.
If you come across records that are 25 years or older, materials from executive level employees who have left the city, or original policy materials please see the Records Help page: I have “Old Stuff.” Can it go to the Archives?
Open and download the Records Activity Notice (RAN)
Records Activity Notice (RAN) Tutorial
Box Packing Tutorial for Records Activity Notice (RAN)
Learn about City Code and Policy related to tranfering records to the Archives and Records Center