How do I prepare for documents to be stored in centralized storage?
- Gather the documents into a file storage box (standard size). Documents should be segregated according to type for easier document retrieval.
- Complete a Records Transfer form [4] containing the following information:
- Date Submitted
- Department
- Submitted by
- Department Head
- Destruction Date
- Description of Records
- Dates of Records
- Attach one copy of Records Transfer form on the file storage box box as a label, put an additional copy in the box with the contents and send one copy per box to the Records Management Office
- Contact the Records Management Office to schedule a pick-up of the storage box(es).
Where will the box(es) be stored?
The University’s centralized storage is located in the Mary Stuart Rogers Educational Services Gateway Building (MSR) basement.
How do I request document retrieval?
E-mail mail_services@csustan.edu [6] or call the Mailroom at 667-3014.
How do I return documents that I have retrieved from centralized storage?
E-mail mail_services@csustan.edu [6] or call the Mailroom at 667-3014.
What are my shredding options?
Shredding options are as follows:
- A secure/locked receptacle can be located in your office for a monthly fee.
- Special project shredding can be arraigned, (clean up of a specific office, etc.)
- Highly confidential document shredding can be arranged where a shredder truck comes to campus and gives you a signed receipt for shredding completed on site.
How do I submit a request for shredding service?
Complete the Shredding Request Form [7], indicating the shredding option you want. The form contains an area to enter the department chart string. Your department will be billed through the charge-back process.