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• Retention Schedules
  - Guidelines for Purging
  - Academic Schedule
  - Administrative Schedule

• Depositing Records
  - Do's and Don'ts
  - Deposit Form (Word)
  - Electronic Deposit Form

• Retrieving Records

• Destroying Records
  - Retention & Disposition
    Schedules

• Files Management
  - E-mail Guidelines

Depositing Records

Packing and sending boxes for storage in the University Records Center is not a difficult task, but Records Management staff recognize that it is not something that department staff do every week. Often too this is a task that is delegated to part-time or student support staff.

There are however requirements involved in storing records - some based on storage or staffing limitations. We request you to follow the Do's and Don'ts list to make your job and ours, easier and more efficient.

To Deposit Materials

1. Call Records Management at 443-3335 to request a Records Transmittal and Inventory form (or download one from the link below) and a deposit number (a four-digit number used to segregate and identify deposits)

   Download a Word document of the deposit form

   Fill out the electronic deposit form online

   • Pack material only in standard record cartons (available from Materials Distribution, 12 to carton, Order # CS10-0802) measuring 15" x 12" x 10". Each box holds about one half of a file drawer, or one linear foot. Please note that boxes larger than this will not fit on shelving.
   • Pack nothing higher than the top edge of the box as the boxes will not fit on shelving
   • DO NOT send hanging file folders as they break the box edges

   Boxes not complying with the above requirements will be returned to the depositor for repacking at the depositor's expense.

2. Number the boxes. Leave approximately one to two inches free in each box to facilitate servicing. Number boxes on a short side according to the total number of boxes in the shipment, i.e. box 1 of 24. The department or office name should be written in full on box 1, but may be abbreviated on all subsequent boxes.

3. Fill out the Records Transmittal and Inventory form. Please type the form or write legibly.

   (Note: Records Management has the capability to enter folder titles into our on-line database. It would benefit us both if you provided a CD or e-mail attachment of your inventory (no handwriting.)

   • Records Management requires a listing of folder titles or at least an inclusive description of what is in each box. Should you need to retrieve a folder or document, is your department's responsibility to be able to identify which box the folder or document is in.

4. Place the Records Transmittal and Inventory form in Box 1 of your deposit. Call your zone management to arrange pick up of boxes by Physical Plant. Call 433-3335 to let Records Management know when boxes have been picked up. Boxes are to be sent to the Hawkins Building - not to Bird Library.