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The National Archives logo

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Removal of a whole piece
closures and retentions

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When a whole piece is not open and available 
to the public

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a dummy card must be put in its place in 
the box

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where the piece would be if it were open.

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This will show why the piece will not be 
found

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Complete the dummy card with
the department, 
series and piece numbers,

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and then date and sign the appropriate box

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Place the completed dummy card in the box,

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ensuring that adequate space is left

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for the piece to be placed back in the box

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once it becomes open and available to the 
public,

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without the box becoming overfull.

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If the piece is closed,

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it will be transferred to The National Archives 
in separate boxes or bags.

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Stick a CLOSED UNTIL label on the file, and 
fill in the appropriate year using a chinagraph 
pencil.

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Placed the closed piece in a separate box

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and label it with Department / Series / range.

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Stick a CLOSED UNTIL or CLOSED UNTIL VARIOUS 
DATES label on the box.

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Write the appropriate year using a chinagraph 
pencil.

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This box will be placed at the end of the 
series on the shelf in the repository.

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If the piece is retained, it will be held 
by the government department and not transferred.