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Records Management
Records Management
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RECORDS MANAGEMENT'S SERVICES INCLUDE:

  • Record retention and disposal schedules (how long do we keep records - when do we dispose/delete records?)
  • Scan your department's backlog of documents for placement on the University-wide document storage system, CD's, departmental server, or external hard drives. 
  • Records inventory (what digital and paper records to keep, why do you keep the records, where are the records stored, what is the volume of records, how often do you retrieve the records, how are we securing the records?).
  • Records storage at Records Management.
  • Records Management staff will retrieve your stored records at your convenience. 
  • Film documents for long-term storage.
  • Records management consultation (add records to your retention schedule, how to manage your records).
  • Confidential document destruction with an industrial size shredder (shred a box of records in less than 10 minutes).

HOW TO USE RECORDS MANAGEMENT'S SERVICES

New University departments personnel should contact Records Management at ext. 3981 to arrange an on-site records consultation and inventory.

Departments should contact Records Management to request record storage boxes for their files. Department personnel must complete a Record Transfer Form and a Box Label for each record storage box. Further instructions are made available on the Document Preparation Checklist. Departments who choose not to prepare their documents for imaging or storage, will be assessed a labor charge, subjective to the conditions of the records.

Departments sending records for shredding must complete a Record Transfer Form also.

Upon receipt of the record storage boxes, Records Management staff proceeds to scan, film or store the records. At the completion of the scanning/filming project, an "Authorization to Destruct" form will be sent to the department head for signature. The authorization permits Records Management staff to shred the original records. Records Management retains the master copy of all microfilm.

If you have questions or concerns, please call Records Management at ext. 3981.

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