When is a separate SF 135 prepared?

A separate SF 135, which is the Records Transmittal and Receipt Form, is prepared specifically for each series of temporary records being shipped to a records center or a federal records center. This is to ensure that each series is documented and handled appropriately, recognizing the different retention requirements for each set of records. This process facilitates accurate tracking and retrieval of records, as well as compliance with records management policies and guidelines.

When records are sent for storage, particularly temporary records, the SF 135 provides vital information about the contents of each shipment, including series title, dates covered, and the retention period. This level of detail ensures efficient management and eventual disposal of records once they reach the end of their retention timeline.

In contrast, other scenarios such as records with no retention period, permanent records, or shipments based on quantity do not necessitate the preparation of a separate SF 135. This underscores the importance of the document for organizational record-keeping and compliance.