How to Use Records Management Services
New University department personnel should contact Records Management at 650-3981 to arrange an on-site records consultation and inventory.
Departments with records to scan or store should contact Records Management to request boxes for their files. Department personnel must complete a Record Transfer Form, which lists the boxes being transferred to Records Management, and a Box Label for each record 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 also complete a Record Transfer Form.
Upon receipt of the record boxes, Records Management staff will 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.
Please call 650-3981 for an estimate for the following services. Prices are subject to change.
Our Services Include:
- Record retention and disposal schedules
- How long we keep records
- When we dispose/delete records
- Scan your department's backlog of documents for placement on the University-wide document storage system, departmental share drives or external hard drives
- Records inventory
- What digital and paper records to keep
- Why 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’s Record Center
- Records Management staff will retrieve your stored records for your convenience
- Film digital documents for long-term storage
- Records management consultation
- Adding 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
