The following is a review of how to box your files to assist with storage, retrieval and the determination of the required retention time for your records. Using these guidelines will help us to serve you better. Partially filled boxes are acceptable, if necessary, due to these guidelines.
All University records that have official retention schedules may be stored with Records Management. This includes most records commonly found in all departments and many records specific to a single department.
Active Records (referred to more than monthly)
* Extra reference copies of records
* Stocks of publications, pamphlets, blank forms, etc
* Private materials
Please call Lora Stern, at 7-3113, before sending boxes.
Records must be properly boxed. A complete, descriptive list of the contents of each box must also accompany the transfer to the Records Management Section. Otherwise, Records Management will experience great difficulty in locating documents. Records, which are not properly boxed and listed, will not be accepted for transfer. Records should be boxed in a systematic way (alphabetically, chronologically, or numerically), with records of the same type or series grouped together. Transfer records, including folders (but "NO HANGING FOLDERS," please) from file cabinets to the boxes. When placing records in boxes, it is important not to over-fill the boxes. A box, which is too full, is more likely to burst and not fit properly on the shelving. In addition, lids will not fit properly on boxes, which are stuffed. Leave one-half inch of space in each box for ease of reference. Do not tape the box closed.
When the stored records at the Records Management have reached the disposition stage, a "Certificate of Records Disposition" is mailed to the department. The "Certificate of Records Disposition" will indicate in the upper right hand corner the type of disposition that is to occur.
When you receive the "Certificate of Records Disposition", please review each entry on the certificate to insure that the records listed are in fact due for the action indicated on the certificate. If, all is correct, please sign the "Certificate of Records Disposition" and return to Records Management at the Controller’s Office, Bldg. 10 Room 149.
Request, for the return of records from the Records Management may be submitted as follows: Mail: A completed "Records Request Form" to Records Management. Complete one form for each file or box you are requesting. If requesting a file or document, be sure to include identifying information in the "Description" box. Fax: You can fax a "Records Request Form" to 7-2884, include your name, dept. name, Bldg. Name, & room number, ext. number, and a description of the record. Person: If picking up records in person, please call extension: 7-3113. Walk-ins are also welcome. When you have finished using the records, please return them promptly. If they are to be kept permanently in the department, PLEASE, forward written notification.
If you have any questions concerning Records Management, contact the Controller's Office, Lora Stern, firstname.lastname@example.org, (561) 297-3113.