Records Center: Records Retrieval

1. Access Authorization List
   • Only personnel who are listed on the Access Authorization List may retrieve records from the University Records Center.
   • The form includes the name, title and signature of each office employee authorized to access the records of a your office.
   • One-time-only authorization for someone not on the Access Authorization List can be obtained by sending an email message to us. Emails should include the name and title of both the person making the request and the person who will retrieve the record.

2. Retrieving boxes or files
   Upon request boxes or files can be retrieved from the URC by either our staff or by a member of your office staff. There is, however, a limit of 20 items retrieved per month for requests pulled by our staff.

3. Requesting a box or file retrieval
   Request a box or file retrieval via e-mail (urc@u.washington.edu), campus mail (Box 354910), telephone (206-543-0573) or FAX(206-685-9538). Supply the following information:
   • Requestor name, department, box number, phone number.
   • Name of file or box requested.
   • For items stored post-2006: Box ID number for the box requested or for the box in which the file is stored, the number can be found on the Accession Confirmation.
   • For items stored pre-2006: The accession number and storage location code for the file or box requested, as found on the accession confirmation. An example of an accession number and storage location is 03 A 367 and U25015F.

     Boxes:

     • On your request include the address to which the boxes will be delivered.
     • On delivery your office will be required to sign a receipt, which serves as acknowledgement that your material was delivered.

     Files:

     • Files will be sent to you via campus mail with a barcode affixed to the files. The barcode tracks who checked out the file and where to return the file when finished with it.
     • If the requested material cannot be located, we will call or email to let you know.

4. Reactivation of a file/box (returning a box or file to active use)
   It is sometimes necessary to return a file/box to active use within your office. Follow the same procedure and supply the same information you would when requesting a file/box retrieval. Add the word "reactivate" to your request. If you have retrieved a file/box and decided at a later date that you need to reactivate it, please call the office (543-0573) or email us (urc@u.washington.edu) to let us know of this change in the file/box status.

5. Returning files
   • Files can be returned to the URC via campus mail or in person.
   • No additional documentation is needed when returning a file. The barcode affixed to the file includes the information we need to return the file to the correct location.

6. Returning boxes
   • Call us to arrange pick-up of retrieved boxes which had previously been stored at the URC.