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Records & Records Management

BPM-904 Storage of Inactive Records

Revised July 15, 2009

DEFINITION OF INACTIVE RECORDS

Records referred to on an average of once per month or less.  Only inactive records of value are to be stored in the Records Center.

INACTIVE RECORDS STORAGE

All inactive records of value, from all campuses, will be stored in the University Records Center, located in Columbia, unless otherwise authorized by Records Management.

Attics, basements, closets, stairwells, etc. are not considered acceptable storage places for University records.  Departments utilizing such locations should arrange for the transfer of these records to the Records Center.

Departments using shelving to store boxes of inactive records will discontinue such storage areas and transfer the records to the Records Center.

CONTROL OF STORED RECORDS

Control of records stored in the Records Center remains with the department of origin.

Except for auditors, records stored at the Records Center will not be released or referenced for others by Records Management personnel without express permis­sion to do so by the department concerned.

DISPOSAL OF STORED RECORDS

Records stored in the Records Center will not be transferred or destroyed without prior written notice to the department of origin.

REFERENCE:   BPM 905 - Disposal of University Records

FORM NECESSARY

All records transferred to the Records Center for storage must be accompanied by a Transmittal of Records to University Records Center (UM 34).  Records transferred to Archives must be accompanied by a Transfer of Records to Archives (UM 34A).

SPECIAL STORAGE BOXES REQUIRED

Records storage boxes, available from Printing Services on Columbia campus, must be used in storing records in the Records Center.  Records stored in any other type of boxes will not be accepted by the Records Center.

Records storage boxes are available in sizes 12" wide x 15" long x 10" high and 12" wide x 15" long x 4½" high.  (Refer to campus Stores Catalog or contact the campus Storeroom for specific stock numbers.)

LABELING BOXES

Records Storage Labels (UM 121) are used in labeling boxes of records being transferred to the Records Center.

ACCESS TO STORED RECORDS

If a department wants access to any of its records stored at the Records Center, it may request:

  • The actual record be returned, or
  • Copies be made of the record and sent to the department, or
  • Specific information be extracted from the record and given to the department via mail or phone, when practical.

Normally, records or copies are returned to the department the day following the request.