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Resources
CSU icon Records Retention Procedures
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Home > Record Management
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Record Management
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Department Procedures
  1. Record Storage Containers may be ordered from OfficeMax.
  2. Pack records upright in record containers. Please do not pack tightly. Allow enough empty space in each container so that possible pulling of files can be accommodated. All containers must be secured for transfer.
  3. Prepare a Records Transfer Form (.pdf) for each shipment of records. One copy is retained by the Records Center and a duplicate is returned to the depositing department with storage location of box. All entries on form must be double-spaced. The Records Transfer List should be completed as follows:
    1. Date Submitted - Enter the date the department has submitted the form to Property Control.
    2. Department - Enter Department name
    3. Submitted by - Enter the name of the person who prepared the records for storage.
    4. Department Head - Enter the name of the department head and have them sign for approval of storage.
    5. Destruction Date - Enter date (year, month, and if permanent status) the records are to be destroyed. The same destruction date must be given for all records on the list. Complete a new transfer list for each record series having a different disposal date.
    6. Description of Records - Enter either Confidential or Non confidential. This area is most important for the Records Center to determine how your records should be classified and stored.
  4. When records are up for destruction, the department will be notified in advance per the record retention schedule.
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Internal Procedures
  1. Record Box is picked up by Material Management and transported to Record Center warehouse.
  2. The Record Center assigns a location for the box per the design layout of the warehouse.
    1. Write next allotted box location on form in the section marked “BOX NO:”
    2. Sign form for acceptance of box in the section “RECEIVED BY:”
    3. Route form to Director of Procurement Services for signature in section marked “APPROVED:”
    4. Enter form into Records Center computer database (Attached Sample).
    5. Enter data into Bar Code System to produce bar code for box.
    6. Send copy of completed form back to depositing department.
    7. File completed original form in Records Center binders by destruction date.
  3. Stored Record Boxes will be inventoried once a year.
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||||||| Updated: 5/11/09
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