Preparing Records for Off-site Storage

1. Records to be sent to our off-site facility are identified by referring to the records retention policies.

2. Off-site storage boxes are obtained from Records Management.

3. The records are packed in the boxes. Boxes must contain only records having identical retention periods.

4. The boxes are marked with a temporary box number of your choice.

5. The Records Transmittal Form is completed, placed near the box(es) and an e-mail is sent to Records Management.

6. Records Management will "process" the boxes: assign them permanent box numbers and write them on the Transmittal Form, give you a copy of the form and affix the bar code number to the boxes, scan the boxes, and enter the information into the records database.

7. Within a week after "processing", the boxes will be picked up and sent off-site.