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Records and Information Management User's Guide - Send and Recall Records from Storage

Step 4. Send Box(es)

Call 573-882-7652 or email centeru@umsystem.eduto arrange for office pickup of boxes in the Columbia area. Boxes of records from UMKC, UMSL and MO S&T campuses are sent to the Records Center by campus courier.

Final Processing at the Records Center

Records staff will check and verify each box in the shipment against the UM34 form to insure the records listed on the form match the boxes of records actually received. Staff will also assign retention periods and disposition information to the records.

Once the verification has been completed, Records staff will assign each box a Records Center location number. This location number will be entered on the UM34 Transmittal form and returned to the department at the address on the form or via email.

IMPORTANT: Save your copy of the UM34 Transmittal form. The location number assigned to each box is needed to retrieve records from the Records Center in the future.

How Do I Recall Records from Storage?

Requests for the return of records from the Records Center may be submitted as follows:

1. Electronic Mail

Email 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.

2. Telephone

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 of Requests

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.

Reviewed 2019-08-05