The University Records Center provides secure, cost-effective storage for university records. More than 400 departments across all four campuses use the facility to store and manage over 138,000 boxes of records. Records stored at the University Records Center are secure, easily retrieved and managed according to approved retention requirements.

Using the University Records Center is often more efficient and cost-effective than storing inactive records in valuable office space. Departments should review paper and electronic records regularly. Records that have exceeded their approved retention period may be disposed of, while inactive records that must be retained can be transferred to the Records Center for storage.

Before You Send Records

Records Eligible for Storage

Can Be Stored

The Records Center is designed for inactive University records that must be retained in accordance with University policy and approved records retention requirements. Records eligible for storage include:

  • Records subject to an approved Records Retention Authorization
  • Inactive records that are no longer needed for day-to-day business but must be retained
  • Records awaiting development of a retention schedule

Should Not Be Stored

  • Active or unnecessary materials: Records referred to more than monthly, outdated or obsolete materials, extra reference copies, and stocks of publications, pamphlets, blank forms and books.
  • Non-records and personal materials: Private materials or non-records as defined by University Policy 23001: Records General Policy.
  • Storage and disposal limitations: Binders, hanging file folders, hazardous materials and items that cannot be shredded.

Preparing Records for Storage 

  1. Pack boxes: Transfer records, including folders (no hanging folders or binders), from file cabinets or shelving into University approved records center boxes. Leave at least one inch of working space in each packed box. Create an index/inventory of what is in each box so you can complete the white box labels (Form UM 121) and Form UM 34: Transmittal of Records (PDF). 
  2. Label each box and create a content sheet for your records: Complete a white box label (Form UM 121) for each box and attach a completed label to either end of each box, below the handle. You may want to create a content sheet for each box to assist you in recalling it in the future. See Records Center Supplies for additional information on labels and how to purchase boxes.
  3. Complete and submit a transmittal form: Complete and submit Form UM 34: Transmittal of Records (PDF) electronically for all new boxes sent to the University Records Center for storage. One form can be used for up to 15 boxes.  

If you use an email product other than Microsoft Outlook, the “Submit Form” button in Form UM34 may not work. You will then have to attach the completed PDF and email it to recordstransmittal@umsystem.edu.  

Requesting Records From Storage 

You can request the return of records either by email or phone call.  

To request via email, contact centeru@umsystem.edu to request the return of a box, file or folder. Please include the location number of the box(es), your delivery address, name and phone number for returns. If possible, please also include your Records Management customer number with your request. 

To request via phone, call the Records Center at 573-882-7652 and request the records you would like to have returned. Please provide the location of the container (box) that was sent to you on a copy of your transmittal.

Delivery

Offices located in Columbia can receive same day delivery of records, provided the request is made by 8:30 a.m. Requests received after 8:30 a.m. will be delivered that afternoon or the following business day. 

When the request is for a single record or file from a box in the Records Center, a “Records Center Location” label will be attached to the record or file. Do not remove this label, as this label indicates where the record or file is to be refiled when you return it to our office for storage. 

Returning Records to Storage 

Please return files and boxes to the Records Center as soon as feasible. Please indicate if a requested file or box will not be returned to the Records Center. 

Return files and/or boxes to storage via campus courier (outside of Columbia area) or call 573-882-7652 for pickup in the Columbia area. 

Disposition & Destruction

Records stored by the University Records Center will be shelved for their appropriate retention period.  

When the records stored at the Records Center have reached the disposition stage, an Annual Destruction Notice will be sent to the department for approval. This typically happens in late January or early February of each calendar year. 

When you receive the Annual Destruction Notice please review each entry on the list to ensure the records listed are in fact due for the action indicated. If all records are listed correctly and are eligible for destruction, please sign the "Annual Destruction Notice" and return to Records Management or email the signed form and attachments to recordsmanagement@umsystem.edu. 

Contact the Records Management staff if you feel the Annual Destruction Notice is not correct. At that time, staff will provide additional instructions on how to proceed.  

Confidential Disposal Service 

Confidential or sensitive records that have met their retention requirements may be eligible for secure destruction through the Records Center. Learn how to prepare records, obtain destruction labels and schedule service. See Confidential Disposal Service for more information.