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Inactive Records Storage
Using the Records Center
Records Retrieval
Interfiling
Disposition of Records
Shredding of Confidential Records


What's a Vital Record?
Why Are Vital Records so Important?
How Do You Identify a Vital Record?
How Do You Protect and Store a Vital Record?
Steps for Offices to Follow
Appendices


Why File Management?
File What?
Developing or Improving a Filing System
Purging
Maintaining a Filing System: Inactive Storage
Appendices

Balanced Scorecard

 

Records Center: Inactive Records Storage

What Is Inactive Storage?

Once records are no longer used on a regular basis, they are considered inactive. At that point, it is most practical to move them to inactive storage.

Where Can I Store My Inactive Records?

Records that have become inactive but that have not reached the end of their retention period should be sent to the University Records Center (URC) for storage.

The URC is one of the free services offered by Records Management Services. The major objective of the URC is to move inactive records out of high cost office space and filing equipment into the low cost service-oriented environment of a central storage facility. The URC employs procedures which ensure physical and intellectual control of the records, including:

  • physical security.
  • protection against damage or destruction due to natural or other disaster.
  • protection of confidential records from unauthorized access.
  • systematic legal disposition of records which have reached the end of their retention period.
  • the assurance that records will be destroyed only with prior authorization from the office of their origination.

Basements and Storage Rooms

While we strongly recommend that inactive records not be maintained in a storage room/basement, we realize that some offices view this as their best solution. In general, storage rooms/basements create more problems than they solve.

NOTE: Any basement area used for records storage must have a water sprinkler system. Questions on physical safety can be referred to Environmental Health and Safety (Fire Safety) at 543-0465.

If a storage area must be created, the following should be considered:

  • location
  • size
  • access
  • fire protection
  • temperature/humidity controls
  • shelving
  • water/flood prevention
  • floor load
  • work areas/lighting
  • ventilation

The use of storage rooms/basements can seriously undermine a filing system or vital records program unless the same procedures for files maintenance used in the office are applied to records stored in these areas.

If a storage area must be used, the following guidelines are suggested:

  • obtain clearance from the Fire Marshall to use the area for records storage.
  • have one person responsible for maintaining the area.
  • designate specific areas for the storage of records -- store equipment separately.
  • apply retention schedules to the records.
  • always use standard record storage boxes.
  • label boxes withdepartment name, record series title, dates and anticipated date of destruction.
  • create an index of records which have been transferred to the storage area.
  • update the office file system index to reflect inactive records moved to storage.
  • enforce charge out rules when retrieving records from storage.
  • protect confidential records from unauthorized access.
  • never stack boxes directly on the floor -- always use shelving or pallets.
  • always be sure vital records stored in these areas are clearly marked and easily accessable.