Inactive Records Storage

College department heads (Record Custodians) have the primary responsibility for the proper and legal management of the records in their custody to ensure they are complete and accessible for the designated retention period.

Selecting Records to the Records Center

There are three types of paper records routinely sent to the Records Center.

1. Inactive Records Storage Retention

Inactive records listed on the College Records Control Schedule that have NOT reached their retention date. Records are considered inactive if they are used less than once a month. The Records Center is not to be used for storage of extra copies of documents retained for convenience, magazines, newspapers, books, or other non-record material retained for reference.

2. Records to be Destroyed

Records listed on the College Records Control Schedule that have MET their retention date and are ready for destruction (see Destruction of Records).

3. Confidential Non-record Material: Convenience Copies and Reference Materials that are Confidential

Records that are not on the College Records Control Schedule but are confidential and need to be shredded (see procedures for Destruction of Records).

Inactive Records Storage

Boxing Your Records for Inactive Storage

1.  Select the Right Storage Box

Please check with the Records Center (223-1170) for availability of recycled boxes. These boxes will be provided at no charge.

  • Standard Regulation Box (12"W x 10"H x 15"L)
  • Folder Box (12 1/4"W x 10 1/2"H x 5"D)
  • Check Box (9"W x 6"H x 22"L)
  • Archival Box (12"W x 10"H x 15"L)

2.  Pack Your Records

  • Pack records using a systematic filing method to allow for retrievals and interfiling.
  • Do not combine years.
  • Place all documents in file or expansion folders (remove documents from binders) with appropriate identifying labels.
  • Leave at least two (2) inches clearance in each box to facilitate retrievals.
  • Do not bind or tape boxes.  Do not write on boxes or box lids.

3. Complete the Records Transmittal form (RECE.003), available online. You will need to call the Records Center at 223-1170 to obtain the transmittal number. Include the form in the first box.

4.  Complete a Shipping Label for each box. Attach the label in the center of the front of the box.

Transferring Records to the Records Center

1.  Call the Records Center (223-1170) to schedule a review of the packed records. When needed, Records and Information Management staff will review the packed records prior to scheduling the transfer of records to the Records Center.

2.  After receipt of the shipment, Records Center staff will assign a Box Code identification number, record it on the Transmittal form, and return a copy to the originating department.  This information will be needed to retrieve records from the Records Center.