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Records Management Program

Records Storage

• What can I store?
• How do I know what boxes I have stored …?
• Retention of records
• Requesting empty boxes
• Packing boxes
• Box labels
• Box pickup
• Retrieval from storage
• Records review and destruction
• Finance and Administration guidelines

 

What can I store?


• Office and laboratory records, including data
• The following will not be accepted for storage:
  • Issues of journals, if they are available in the NCAR Library
  • Personal effects of any kind (books, college notes, theses, dissertations, etc.)

 

How do I know what boxes I have stored …?


• Please contact Archives staff (archives@ucar.edu, extensions 8523 or 8508) for a list.

 

Retention of records


• All boxes not considered permanent receive a preliminary retention date of two years. After the two years, the files will be reviewed and storage may be continued after consultation with the archivist. Shorter retention periods may be assigned by staff. No boxes are destroyed without formal authorization by staff.

 

Requesting empty boxes


• Files must be packed in standard-size records center boxes, which are only available from the Archives. There is no charge for boxes and/or labels.
• Boxes are available for archival use only. Boxes are not available for moving office material.
• Please request boxes from the Archives at archives@ucar.edu, extensions 8523 or 8508.

 

Packing boxes


• Each box will accommodate approximately 1/3 of the contents from a letter-size file drawer.
• All files should be placed from front to back in the box; i.e. running parallel to the long (15") side. See image for correct technique.
• Leave 2" of space at the back of each box to allow for easy retrieval of files.
• Never lay additional files on top of the files already packed. Do not lay additional files in the space perpendicular to files already packed. Ideally, keep the contents light to avoid overpacking. Overpacking can cause a box to collapse, not fit on shelving or stack efficiently on pallets during transfer.
• Larger items such as computer printouts, ledgers, and legal-size files should be stacked from bottom to top, facing the box lid. Do not stack above the handholds.
• Self-adhesive transmittal labels will be provided for boxes (see below).
• Important: Overpacked boxes (weighing more than 25 pounds) will be returned for repacking.

 

Box labels


• Each box must have its own label and box number.
• Complete items 1-8 on each label.
  • Assign box numbers (item 7): Use the current fiscal year and box number shipped in that year.
    • For example, box number 2006-6 would refer to the sixth box shipped in FY06.
• Boxes with incomplete labels will be returned to the office of origin.
• Note: The more detail provided on the label, the easier the files will be to retrieve.
• Photocopy label and place copy inside box. If you wish, print a copy for your own files.
• Attach self-adhesive label under the handhold on the side of the box.
• Notify Archives to arrange shipment (see below)
• COMING SOON!!!! Electronic labels. Watch for an announcement!

 

Box pickup


• Once boxes are packed and ready for storage, contact the Archives staff at archives@ucar.edu, or phone extension 8523 or 8508. All boxes must be transferred to the Archives for processing, including those going to the offsite facility.

 

Retrieval from storage


• When ordering a box for retrieval, please provide Division, Section of Department Name, Person Requesting Shipment, and most importantly box number.
• The standard retrieval time is one to two business days. Faster delivery time can usually be arranged. Please contact Archives staff at archives@ucar.edu, or phone extension 8523 or 8508.

 

Records review and destruction


• The Archives will provide reports listing boxes that contain records elgible for review and possible destruction to appropriate staff. Each report includes a destruction authorization form.
• Staff should examine lists carefully and clearly mark boxes for either further retention, or destruction. Upon completion, lists and signed destruction authorization forms must be returned to the Archives through interoffice mail.
• Designated records will be shredded confidentially, either onsite (Finance and Administration only) or at the offsite facility. Official documentation of the destruction of records is kept by the Archives.

 

Finance and Administration guidelines


• All of the aforementioned procedures apply to boxes from Finance and Administration with the following exceptions:
  • Boxes are stored in both FL-1 and the offsite facility.
  • The UCAR records management database is searchable for Finance and Administration staff. For Finance and Budget records, please contact the Records Retention Officer. For Contracts and Purchasing, please contact the Procurement Administrator.
  • Finance and Administration records are covered by specific legal retention periods, determined by Finance and Administration staff. Records are destroyed annually with authorization according to retention guidelines.