The Records Management and
Archives (RMA) department requires that customers must follow the below storage
procedures before our staff can transfer your records into the Records Center.
·
Use
only records storage boxes supplied or approved by RMA. Call 889-5666 to request the number of boxes
and barcode labels you will need and they will be delivered to your office free
of charge.
·
When
packing records, do not combine records with non-records. A non-record is (Common retention
schedules). Non-records will not be accepted for
storage in the Record Center.
·
Allow about two to three inches of open space in the box to allow
for easy retrievals and refiles. DO NOT
OVERFILL! The extra space also provides for safe handling of the box.
·
Do not hang Penda-Flex folders on the edges of the box as they are
not designed for this purpose. Place
letter/legal size Penda-Flex folders lengthwise in the box.
·
Do not tape down the box lid to the box or staple box handle
cutouts to the box.
·
All records in one box must be of the same record type/name or
record series and the creation date by fiscal year or the date range of the
records as in the case of research studies.
Ensure that records are placed in the box so that they face the barcode
label.
Filling
out the Data Entry Form:
A pair of
identical barcode labels will be provided to you for each box of records to be
stored. Affix one barcode label to a
box about 1" below cutout handle opening at the center of the end of
box. Place the matching barcode label
on the data entry form (data entry form) provided
and fill in the information pertaining to the box contents (see below).
·
Record Series Code: If you are a
new customer you will need to call us for this information, otherwise you will
find this record series code on the customer index report we have provided to
you. The code is located in parenthesis next to the record name. Call us for
the record series code when you have a new type of record to store or need
assistance.
·
Review/Destroy Date: Format i.e.
07/01/2001. This date is dependent upon
the type of record. The retention period, stated in years, is added to the
latest date of record in a box to become the review/destroy date. See the University of Arizona’s Common
Retention Schedule, on-line at (See above)
·
Date Range: Format i.e., From 07/01/95 to 09/01/95
or fiscal year =07/01/00 - 06/30/01.
Our general policy is that one box will contain only one full/partial
fiscal or calendar year of records.
Multiple years of records in a single box will be accepted on a case-by-case
basis. Indicate the earliest date of a
record to the latest date in the box.
The latest date of the record(s) will be used to establish the
review/destroy date.
·
Alpha/Numeric Range: Use this space
if your records are filed alphabetically, numerical or alphanumeric. Format i.e., Abens to Woods, or A00000112 to
B00000569. (use at least 6 characters with alpha names & a maximum of 10
characters) Any characters or numbers greater than 10 will be truncated.
·
Other Information: Enter
supplemental information about the records that will allow for efficient and
effective searches & retrievals.
For example, use the name of the research study or researcher names,
protocols, program names, project names etc. There is a maximum of 40
characters to describe your records. Exceeding 40 characters will be edited by
RMA.
When you are
finished with boxing and labeling your records, please select a temporary
storage location that is convenient and adequate for us to make a quick and
efficient pickup. Thank you for following these instructions and call us at
889-5666 to schedule a pickup.