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[The National Archives logo]

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Prepare extracted records for transfer,
transferring 
closed extracts or redactions.

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Select a 4-flap folder

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and using a chinagraph pencil

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write the department number, series number 
and 
item number clearly on the front.

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Ensure the item reference matches the FOI 
schedule

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Stick a CLOSED UNTIL label and 
black and 
yellow warning tape

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onto the front cover of the closed item 4-flap 
folder.

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Ensure that the label and tape 
don’t obscure 
any text on the cover.

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Complete the CLOSED UNTIL label 
using a 
chinagraph pencil

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with the year when the pieces will be open.

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If a piece has been split into items because 
of thickness,

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all the items should have CLOSED UNTIL labels 
on them.

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Further information on calculating closed 
until dates

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is given in a separate section of this topic.

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Place the original extracted documents in 
this new 4-flap folder.

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Normally, closed pieces and items

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should be transferred to The National Archives

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in separate boxes or bags from open records.

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This is a security measure and helps to avoid

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open and closed records becoming mixed up 
in transit.

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Once at The National Archives, 
the closed 
records are removed

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and stored in a separate, more secure location.

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Therefore the boxes for transferring closed 
material

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can be old, not of archival standard,

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and merely need to have details of the contents 
written on the front, rather than using labels.

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If a box contains only closed pieces

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and the closed pieces all have the same opening 
date,

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a CLOSED UNTIL label needs to be attached 
to the box

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and filled in with the opening year in chinagraph 
pencil.

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In the exceptional cases when closed pieces 
are transferred in the same boxes as open 
records,

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green closure labels are required for the 
boxes, as a security measure.

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If a box contains a mixture of closed pieces 
and open pieces,

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or closed pieces with different opening dates,

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a CLOSED UNTIL VARIOUS DATES UP TO label
needs 
to be attached to the box

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and filled in with the latest opening year 
in chinagraph pencil.