Mail Services provides the University and community various mailing services. Services include all campus mail: intra-campus, external, parcel shipping, shredding services, Fiscal Records Management, faxing and a full service public retail operation. Mail Services also oversees all surplus furniture, records retention, and supplies.
Mail Services Team
David Younathan
Support Services Manager
Jacob Spangler
Mail Clerk
Vacant
Administrative Support Assistant
Vacant
Administrative Analyst II
Policies
Policy and Procedure information related to mail, shipping, and receiving services.
Forms
Downloadable and online forms related to mail, shipping, and receiving services.
Training
Learning how to obtain and use the mail, shipping, and receiving services.
Resources
Links, tools, and reference materials related to mail, shipping, and receiving services.
Mail Services
Incoming mail is picked up at the Turlock Post Office each morning. The Mail Services staff sorts and delivers incoming mail to assigned mailboxes on campus by mid-afternoon, Monday through Friday.
Each department is assigned a mailbox located in an area that is easily accessible. Most departments assign a staff member to be responsible for picking up the mail from the mailbox each afternoon, Monday through Friday. Each department then has its own process for distributing mail to individuals within the department.
Student residing on campus receive their mail at Residential Life Village (Student Housing). Mail Services staff pick up the student mail along with the other campus mail each morning at the Turlock Post Office. The student mail is delivered to Residential Life Village, where their staff sort and place it in mail slots appropriately.
Intra-campus mail should be placed in a large envelope with information printed on the outside stating which department it is going to and who is to receive it. There are two ways to have intra-campus mail collected:
- Each campus mailbox site has an intra-campus mail collection box. Intra-campus mail will be picked up at the time incoming mail is delivered. It will be sorted and delivered with the next day's incoming mail.
- Mail Services has an intra-campus mail collection box in their lobby (MSR010, basement).
There are two ways to have Mail Services deliver your mail to the post office:
- Each campus mailbox location has an outgoing mail collection box. Outgoing mail will be picked up at the time incoming mail is delivered to the mailbox site. Outgoing mail is then processed (postage applied and sealed) and delivered to the Turlock Post Office at 4 p.m., Monday through Friday.
- Mail Services has an outgoing mail collection box in their lobby (MSR010, basement). Outgoing mail collected and processed by 3:30 p.m. will be delivered to the Turlock Post Office around 4 p.m.
Postage
Postage for outgoing University mail is applied by Mail Services as part of mail processing. The postage applied will depend on the mail size and weight.
USPS postage prices can be based on a number of factors. For most campus mail, the size (letter or flat), weight, and content will determine the class of mail you select. To learn more about each class of mail – including what can be mailed, the minimum and maximum weights and sizes, and the number of pieces needed for commercial prices, go to USPS Business Mail 101.
The cost difference between mailing a letter (#10 envelope) and mailing a flat is double, see current postage costs.
All mailable matters can be mailed as First-Class Mail. First-Class Mail includes:
Cards: To qualify as a "postcard" it must be:
- Rectangular
- At least 3-1/2 inches high x 5 inches long x 0.007 inch thick
- No more than 4-1/4 inches high x 6 inches long x 0.016 inch thick
Letters: To be eligible for mailing at the price for letters, a piece must be:
Folded self-mailers must be sealed or they will be subject to the nonmachinable surcharge. Greeting cards require extra postage because they are rigid, square, or unusually shaped.
- Rectangular
- At least 3-1/2 inches high x 5 inches long x 0.007 inch thick
- No more than 6-1/8 inches high x 11-1/2 inches long x ¼ inch thick
Flats: The USPS uses the word "flats" to refer to large envelopes, newsletters, and magazines. Flats must:
- Have one dimension that is greater than 6-1/8 inches high OR 11-1/2 inches long OR ¼ inch thick.
- Be no more than 12 inches high x 15 inches long x ¾ inch thick.
- Keep in mind that weight also affects the price; the higher the weight the higher the postage.
Parcels: If your mail piece is not a postcard, letter, or a flat (large envelope), then it is a parcel.
For more details on what pricing to expect on your mail pieces contact the Mail Services staff.
Postage charges are processed as department chargebacks, using the department's mail code. Price quotes are provided upon request. Parcel tracking is available.
University Auxiliaries will be charged for services at the same rate as university colleges and departments. Auxiliaries will be invoiced by University financial services for charges incurred.
UPS tracking on Resources Page
USPS Postage: To ensure that University mail is processed, the department's mail code must be on each piece of mail. At the end of each month, Mail Services staff runs a report that is then fed into PeopleSoft Finance. The postage charge total for each department is entered into the general ledger. Departments can view their monthly expenses by running a PeopleSoft data warehouse report.
UPS Postage: UPS provides reports for Mail Services to use in compiling a department's UPS charges. A month-end report, using the department's mail code, is uploaded into PeopleSoft Finance general ledger. Departments can view their monthly expenses by running a PeopleSoft data warehouse report.
You can purchase stamps and other mailing services at the Mail Services office (MSR 010, basement). Mail Services sells individual stamps, books of Forever stamps, some holiday and commemorative stamp offerings, and Forever stamps for international postage rates. They do not sell any stamps that are a set postage amount ($1.00, $0.49, $0.2, etc.)
Mail Services can provide the service of folding and inserting mail for mailing in an envelope or as an un-enveloped letter-size mailpiece. Contact Mail Services for a price quote.
United Parcel Service (UPS) is the University's contract provider for parcel delivery; daily services include ground, 2nd day, and overnight delivery. The cutoff time for outgoing UPS is 2:30 p.m.
UPS charges can be paid for at the Mail Services counter, MSR010, using cash, check, credit card, or Warrior Cash.
Because timing with the Post Office is difficult for USPS Priority overnight mail processing, the best way to secure overnight mail services is through UPS. Take your item to Mail Services (MSR 010, basement) and log it in on the UPS overnight worksheet. Mail Services staff will process the UPS delivery tags and will ask you for your department's mail code for processing the charge. They will provide you with your UPS receipt so you can access UPS Tracking.
Stanislaus State Mail Services is authorized as a "USPS Approved Shipping Center" to provide services to the public. This commercial authorization allows Mail Services to purchase postage at a discount and obtain specialized mailing supplies. Mail Services is then able to provide postage and specialized mailing for private mailings at the same rates as other retail mail centers. Any profits from the public operations go into the fund for replacing Mail Services equipment and covering overhead.
Mail Services available for the public are:
- Stamps: Individual stamps, books of Forever stamps, some holiday and commemorative stamp offerings, and Forever stamps for international postage rates. Mail Services does not sell any stamps that are a set postage amount ($1.00, $0.49, $0.2, etc.)
- Packaging Material: Flat rate boxes for priority mailing, other types of boxes for shipping, and bubble wrap for filler.
- Packaging Service: Staff can prepare packages for mailing.
UPS service is also available for the public. Daily services include ground, 2nd day, and overnight delivery. Parcel tracking is available. The cutoff time for outgoing UPS is 2:30 PM.
Payment for private mailings or UPS service can be made by cash, check, credit card, or Warrior Cash at the front desk in Mail Service.
Bulk Mailing
The term "bulk mail" refers to larger quantities of mail prepared for mailing at reduced postage. In Business Mail 101, the term "bulk mail" means commercial First-Class Mail and advertising mail (called "Standard Mail" by the Postal Service). Commercial prices are available for other classes of mail, too. The Postal Service uses the terms "bulk" and "presorted" interchangeably. Bulk prices are lower than "single-piece" prices. "Single-piece" means that you pay the full postage price; when you put a stamp on a letter, you're paying the single-piece postage. Visit USPS Business Mail 101 for more information about bulk mailing,
The Post Service offers lower prices for bulk mailings because Mail Services will do some of the work that otherwise would have to be done by the Post Service (for example, sorting the mail by ZIP Code or transporting the mail to a destination postal facility.
In order to mail at commercial prices, Mail Services does the following:
- Get a mailing permit (permission to mail) and pay an annual mailing fee for each class of mail (First-Class Mail and Standard Mail
- Pay postage using permit stamp or permit imprint put on at the time of printing.
- Make smart choices about the size, shape, and weight of your mailpiece. Some sizes are not mailable at bulk mail rates. Mail Services can advise you on what is mailable before you print.
- Ensure that your addresses are accurate. Mail Services have the license to handle the NCOA processing (see about NCOA below).
- Presort the mailpieces (separate or sort your mail by ZIP Code).
- Take your mail to the Post Office.
To qualify for certain postage discounts you must mail a minimum number of pieces:
- 500 pieces for First Class Mail
- 220 pieces (or 50 pounds of mail) for Standard Mail
- Email to get a price quote
- Bulk Mailing Word Order Form
In order to receive bulk mailing postage rates, the intended recipient list must be processed through the National Change of Address Database" (NCOA). The campus Mail Services office has an NCOA license and can update your mailing list. A recipient list must have been "cleaned" within 90 days of the bulk mailing.
NCOA is a service that provides customers with United States Postal Services (USPS) change-of-address information for individuals, families and businesses through a licensee of the data. The NCOA database, is a data file containing over 160 million change-of-address records that have been submitted to the USPS® via a change of address form (COA) for processing in the last 48 months.
NCOA processing validates each name and address in your data file. Once address information is validated, each name and address is matched against the NCOA database. This database contains change of address data gathered from the USPS® on individuals, families and businesses that are moving. If a match is made against the NCOA file, we will update the information with the current address.
NCOA processing:
- Leverages the last 48 months of change of address records
- Meets move-update requirements to qualify for Standard and First-Class bulk mail discounts
- Increases the number of deliverable mailing addresses in your file
The results from mail tests show that mail deliverability increases by 400% when using the NCOALink processing compared to address cleaning alone. Address cleansing software changes addresses to the USPS format, fixes incorrect ZIP Codes, resolves typos in street names, and uses fuzzy matching to find the most accurate address possible.
There are many options available for preparing bulk mailing pieces but the USPS has stringent standards in order for us to receive commercial postage rates. Some examples are as follows:
- Un-enveloped letter-size mailpieces prepared for machinable mailings must be sealed or tabbed along all four sides.
- The number and location of tabs or seals are specified for particular types of letter-size mail.
- There are special size requirements for mailing letters at automation prices.
To ensure that your mailing can and will be processed properly and be cost-effective, contact Mail Services early in your planning process. Working with Mail Services and the Printshop on a Print-to-Mail project will save you money and time.
Folding service by Stan Prints - to request complete the Stan Prints work order
Mail Services will provide inserting service upon request. Complete the Inserting Work Order
The campus print shop (Stan Prints) and mail services are not only located in the same office, but they combine to offer an efficient, less expensive method for processing higher volume mailings called "Print-to-Mail". This method is available for any mailing that meets certain design requirements and has a list of addresses in a field-based format such as MS Access or MS Excel (MS Word is not a workable format). Prior to printing, your mail list goes through NCOA processing (see below).
Stan Prints then can print the addresses directly onto the mail piece so that no labeling is necessary. This method also saves postage costs because a USPS-approved barcode is applied to each address. Also, the print process includes the University indicia (USPS permit). Printed material comes off of the printer presorted by Zip Code, eliminating the need for hand sorting.
If Print-To-Mail sounds like an option to pursue contact Stan Prints for more information.
Mail Services
This section contains step-by-step instructions for tasks related to mail, shipping, and receiving services.
Each university department is assigned a mail box located in an area that is easily accessible. Most departments assign a staff member to be responsible for picking up the mail from the mail box each afternoon, Monday through Friday. Each department then has its own process for distributing mail to individuals within the department.
There are two ways to have Mail Services deliver your mail to the post office:
- Each campus mail box location has an outgoing mail collection box. Outgoing mail will be picked up at the time incoming mail is delivered to the mail box site. Outgoing mail is then processed (postage applied and sealed) and delivered to the Turlock Post Office at 4 PM, Monday through Friday.
- Mail Services has an outgoing mail collection box in their lobby (MSR010, basement). Outgoing mail collected and processed by 3:30 will be delivered to the Turlock Post Office around 4 PM.
Intra-campus mail should be placed in a large envelope with information printed on the outside stating which department it is going to and who is to receive it. There are two ways to have intra-campus mail collected:
- Each campus mail box site has an intra-campus mail collection box. Intra-campus mail will be picked up at the time incoming mail is delivered. It will be sorted and delivered with the next day's incoming mail.
- Mail Services has an intra-campus mail collection box in their lobby (MSR010, basement).
Postage for outgoing university mail is applied by Mail Services as part of mail processing. The postage applied will depend on the mail size and weight.
Because timing with the Post Office is difficult for USPS Priority overnight mail processing, the best way to secure overnight mail services is through UPS. Take your item to Mail Services (MSR 010, basement) and log it in on the UPS overnight worksheet. Mail Services staff will process the UPS delivery tags and will ask you for your department's mail code for processing the charge. They will provide you with your UPS receipt so you can access UPS tracking.
You can purchase stamps and other mailing services at the Mail Services office (MSR 010, basement). Mail Services sells individual stamps, books of Forever stamps, some holiday and commemorative stamp offerings, and Forever stamps for international postage rates. They do not sell any stamps that are a set postage amount ($1.00, $0.49, $0.2, etc.)
The cost difference between mailing a letter (#10 envelope) and mailing a flat is double.
USPS Postage: To ensure that university mail is processed, the department's mail code must be on each piece of mail. At the end of each month Mail Services staff runs a report that is then fed into PeopleSoft Finance. The postage charge total for each department is entered into the general ledger. Departments can view their monthly expenses by running a PeopleSoft data warehouse report.
UPS Postage: UPS provides reports for Mail Services to use in compiling a department's UPS charges. A month-end report, using the department's mail code, is uploaded into PeopleSoft Finance general ledger. Departments can view their monthly expenses by running a PeopleSoft data warehouse report.
Prior to printing material for a bulk mailing you should meet with Mail Services staff to discuss the mailing options. They can assist you in preparing a mailing that will be timely and cost effective. Prior to meeting with Mail Services staff identify the recipient list to be used and determine if it has gone through NCOA checking within the last 90 days. (About NCOA) If NCOA is required, provide the recipient list in Excel format to Mail Services. There will be charge for NCOA service.
Once you have confirmed that you will in fact be doing a bulk mailing you should meet with the Print Shop staff to determine the best printing process. Your material can be as simple as an invoice inserted in an envelope or as complex as a Print-to-Mail piece with the postage and addresses printed on the material.
The Print Shop and Mail Services can advise you on material mistakes that will cause the USPS to disallow discount commercial (bulk mail) pricing.
Complete the Bulk Mailing Work Order and deliver it with the material to be mailed to Mail Services.
At the time you are considering doing a large mailing contact Mail Services or Print Shop to discuss the project. They will be able to tell you if your mailing meets design requirements and has an appropriate list of addresses for the Print-To-Mail method. The recipient list must be in a field-based format such a MS access or MS Excel (MS Word is not a workable format).
When you are ready to place a Print-To-Mail order complete the Print Shop work order.
Folding service is provided by the Print Shop. To request complete the Print Shop work order. Mail Services will provide inserting service upon request. Complete the Inserting Work Order.
Mail Services is a "USPS Approved Shipping Center". Take your items to Mail Services in the MSR basement. The staff will assist you in determining the best mailing option, will package the items, and print the required postage. You can pay with cash, check, credit card, or Warrior Cash.
All deliveries to campus are received at Shipping & Receiving in the Corporation Yard. Once the item has been processed (Receiving Procedure) it will be scheduled for delivery to your office. You will be asked to sign to confirm receipt.
A Package Tracking database is available to allow you to track your items once they have been received by Shipping & Receiving.
If you need to return an item purchased through the requisition process do the following:
- Notify the Procurement Department immediately. (Buying Paying contact) The Procurement Department will contact the vendor to determine the procedure to be followed.
- Procurement will provide Shipping & Receiving with the RMA (Return Merchandise Authorization) number.
- Contact Shipping & Receiving to have the item picked up.
- The item will be repackaged and returned within 30 days.
- The university will receive a credit which will be applied to the account that was charged.
The return of items purchased with a PCard must be handled by the purchaser.
Support Services (Central Receiving and Mail Services) is for official University business and draw on limited University funding, so it is prohibited to receive personal packages through Central Receiving and Mail Services. Additionally, the University cannot assume liability for the receipt of personal deliveries.
Since all deliveries go through the Mail room and Central Receiving for security purposes, this applies to the US Postal Service, FedEx, UPS and other couriers.
We understand that you cannot always be home to receive packages, but Support Services will not be responsible for personal packages or any delay, damage or loss of these packages. Below are some alternatives to work delivery.
- Make arrangements with family, friends or relatives to receive your package while you are at work
- Alternative arrangements for receiving your packages can be made with these vendors:
- Fed Ex Office Print & Ship Center - 1451 Geer Road, Turlock, CA
- U.S. Post Office - 555 East Main Street, Turlock, CA
- The UPS Store - 3220 West Monte Vista Ave, Turlock, CA
Record and Information Retention Policy
California State University (CSU) Office of the Chancellor Executive Order No. 1031 requires the development of a Records/Information Retention Program that complies with legal and regulatory requirements and implements operational best practices. The purpose of the CSU Systemwide Records/Information Retention and Disposition executive order is to improve operational efficiency and effectiveness while at the same time ensure that legal and regulatory requirements associated with the retention and disposition of CSU records/information are met.
As set forth in the California State University, Stanislaus Records/Information Retention Policy the University has a Records/Information Retention Program that complies with legal and regulatory requirements and implements operational best practices according to the CSU Systemwide Records/Information Retention and Disposition executive order(s). The University is required to comply with the Chancellor's Office Record Retention Schedule.
The University President is responsible for ensuring that the appropriate campus department(s) implement(s) the records/information retention and disposition schedules for that department. The program established by the policy applies to any Stanislaus State department, any Stanislaus State auxiliary organization, and Stanislaus State contracts or grants (research & sponsored programs), except as may be superseded by state or federal laws and regulations. This program does not apply to Non-Records as defined below or medical records subject to Executive Order 943. University records are the property of the University, and not of the administrators, faculty, or staff who create them or to whom they are entrusted.
Record Management
Presidential Delegation
The President delegates responsibility for implementation of a Stanislaus State Records/Information Retention program as follows:
- Each Vice President is to ensure compliance with this policy in their respective organizations;
- The Associate Vice President for Information Technology is responsible for compliance with this policy as it pertains to electronic communication and information stored digitally; See Records/Information Retention Program Guidelines for operational details.
- The Vice President of Business & Finance is to identify a Records Retention Officer and establish the practices to implement and sustain the Stanislaus State Records/Information Retention program.
Auxiliary Organizations: Any non-profit entity which (1) has agreed to comply with applicable requirements of the CSU Board of Trustees and campus; (2) is included in the list of officially recognized auxiliary organization in good standing maintained by the Chancellor; and (3) maintains the status of an auxiliary organization in good standing.
Custodian: The title of the campus department-designated individual who maintains the official/original copy of the record/information. Retention schedules should specifically identify the campus designated custodian responsible for identified records/information.
Disposition: A range of processes associated with implementing records/information destruction or transfer decisions that are documented in the records retention and disposition schedule or other authority.
Media: A general term referring to the material onto which business information has been recorded and may subsequently be used for business purposes.
Non-records: The items found on the following list are not considered University records.
- Extra copies of documents kept only for convenience or reference
- Blank forms kept for supply purposes
- Personal or private papers neither created nor received in connection with University business
- Reference materials
- Preliminary drafts
Records/Information: Every means of recording upon any tangible thing in any form of communication or representation, including letters, words, pictures, sounds, or symbols, any combinations of these or other means to engage in business, regardless of media.
This includes, but is not limited to:
- Physical paper in files, such as memos, contracts, reports, photographs and architectural drawings;
- Electronic communication such as e-mail content and attachments, voicemail, instant messages, and data on a contactless integrated circuit;
- Content on Web sites, PDAs, mobile devices, desktops, and servers;
- Information/data captured in various databases;
- Licenses, certificates, registration, identification cards, or other means;
- Any record, regardless of how it was created, or media in which the record has been stored and/or created, and backups of electronic information.
Records Retention Officer is the official steward of University records delegated by the Vice President of Business & Finance.
Retention Authority: The statute, code or good business practice that governs the length of time a particular record/information shall/should be kept.
Retention Schedule: A document identifying the period of time records/information associated with a university process or function must be retained. The schedule will include a unique number/identifier, title, custodian, value, retention authority, and retention period.
Series: A group of related records filed/used together and evaluated as a unit for retention purposes (e.g., personnel/payroll, fiscal, environmental health & safety, student records, facilities, university police, facilities, university advancement, curriculum & accreditation, research & sponsored programs, institutional records, etc.). The Series that are required to be part of the Records/Information Retention Program are identified and named by the CSU Chancellor's Office.
University Archive: The University Archive is the repository within the University library of the historical records of the University.
Value: Records and Information may have value in one or more of the following areas:
- Operational- required by a campus and/or department to perform its primary function.
- Legal-required to be kept by law or may be needed for litigation or a government investigation.
- Fiscal-related to the financial transactions of the campus, especially those required for audit or tax purposes.
- Historical-of long-term value to document past events. This may arise from exceptional age and/or connection with some significant historical event or person associated with the CSU.
- Vital-critical to maintain to ensure operational continuity for the CSU after a disruption or disaster. Vital records or information may fall into any one of the above value categories.
Record/Information Retention Officer
The official steward of University records; has the responsibility and authority for general oversight of the Records/Information Retention Program. The Record/Information Retention Officer will interpret, update, and maintain record retention and disposition schedules and ensure that these requirements are conveyed to the Department Records Custodians and the staff responsible for the centralized record retention repository. The Record/Information Retention Officer will be responsible for training and communicating with Custodians to ensure that the Records/Information Retention Program is being followed. The Record/Information Retention Officer will prepare and maintain Records/Information Retention reports as required to verify compliance. See Records/Information Retention Program Guidelines for operational details. The Record/Information Retention Officer will communicate deficiencies that cause significant risk to the University or related entities and suggest modifications to related guidelines, policy, or procedures to the Vice President of Business & Finance or his designee.
Records/Information Custodian
Campus Departments must comply with the records/information retention and disposition schedules for that area (e.g., personnel/payroll, fiscal, environmental health & safety, student records, facilities, university police, facilities, university advancement, curriculum & accreditation, research & sponsored programs, institutional records, etc.). Departments will designate an official campus custodian(s) for each type of record. Records/Information Custodians are responsible for controlling the administration of records/information in all media forms and for valuing such records/information in accordance with retention authority requirements. See Records/Information Retention Program Guidelines for operational details.
Employees
All Stanislaus State employees who handle University records/information are responsible for complying with the Records/Information Retention policy.
University Archivist
The Library Dean will designate an official Archivist. The Archivist shall conduct periodic inspection to ensure proper storage and retention and will provide archive information to the Records/Information Retention Officer as requested.
Records/Information Schedule
The retention and disposition of records/information are to conform to standards set forth within retention and disposition schedules issued by Executive Order 1031 as reported by the CSU Chancellor's Office. These schedules are not to be abridged or altered except to add specific guidance regarding the retention and disposition of unique, campus-specific records/information.
The Record Retention Database is maintained by the Record Retention Officer of all records stored in Centralized Storage (archives). The database is searchable to identify document retrieval requests.
Each University department is required to identify a Record Custodian; the individual who maintains the department information pertaining to centralized record storage and departmental record storage. The Department Records Custodian is the functional individual responsible for serving as a liaison to the Records Retention Officer on all record retention matters. The Custodian must be a permanent employee, be knowledgeable of the work and responsibilities of their department, and be authorized to work with the records in their area. The Custodian's responsibilities are:
- Be responsible for records stored within their Department and in Centralized Storage.
- Understand and follow the procedures and requirements for the storage of records including security, access, removal, organization, transfer, review, and disposition.
- Advise department staff of appropriate retention periods for each records type within the Schedule Series he/she is responsible for.
- Provide appropriate training to those individuals who may have access to records, including confidential records.
- Answer questions about office records in their functional area.
- Comply with litigation holds and legal and public record requests.
- Plan for protection of vital records and recovery in event of emergency.
- Ensure that permanent records are stored in a facility with proper environment and are periodically reviewed for quality and readability.
- Understand and follow procedures that ensure confidential records have security controls.
- Develop plans and procedures to preserve vital records in the event of natural or man-made disasters.
- Identify the risk (external and internal) department records may be vulnerable to and determine what level of impact the risk will have and determine appropriate protection methods.
- Prepare reports and respond to requests for information from the Records Retention Officer regarding records stored in the department and/or in centralized record retention storage.
The Records Transfer Form is used by the Record Custodian to list the description of records contained within the box that it to be store in Centralized Storage. The Records Retention Officer uses this information to code the box and documents within to the Record Retention Database.
All requests for centralized storage will be coordinated through the Records Retention Officer. Record storage will conform to the system and location for centralized storage of archived non-electronic records that meets retention schedules, allows for record retrieval, and manages record disposition. Departments wishing to transfer records off-site must consult with the Records Retention Officer. The procedure for transferring records to on-site centralized storage is:
- Department Record Custodian completes the Records Transfer Form and a attaches it to the file storage box.
- Department Record Custodian contacts the Record Management Office to schedule the pick-up of the storage box(es). Records must be transferred in a storage box-type approved by the Records Retention Officer.
- Record Retention Management staff will pick up the records box from the department.
- Record Retention Officer or designee will enter the appropriate information into the Record Retention Database.
Departments may access records in Centralized Storage by coordinating the request with the Records Retention Officer or designee. Centralized records shall be released only to authorized persons with proper identification. For security reasons, no centralized records will be sent through inter-office mail. Department Records Custodians are responsible for records checked out from centralized storage, for signing a document access form, and for returning checked-out documents.
The Office of Information Technology (OIT) is responsible for the maintenance, operation and security of the university's Enterprise Content Management System (Digital Record Storage). Digital record storage must conform to the standards set forth within the CSU Chancellor's Executive Order 1031 and the Stanislaus State Records/Information Retention Policy. Digital record storage (ECM) is managed by the Stanislaus State Office of Information Technology.
Authority
The campus shall adhere to the disposition instructions set forth in the CSU Records Disposition Schedules. The Schedules apply to the authoritative copy of the record controlled by the Record Retention Officer and Custodians, not to non-record extra copies that may be created for informational purposes or convenience.
Responsibility
The Records Retention Officer or designee is responsible for notifying Department Custodians to review data records for paper records in centralized storage, if any, as listed on the schedules and approve the disposition date. At minimum, this review should be conducted once a year. Department Custodians who choose to store their records within their office shall develop departmental record disposal procedures in conjunction with the Records Retention Officer.
Methods
Methods of disposal must take into account the category of records whose contents require destruction, rather than simple disposal. Destruction must prevent unauthorized access to any records designated confidential and personal, and be destroyed so that they cannot be practicably read or reconstructed (i.e. shredding. For shredding service contact the Record Management Office 2667-3500, or complete the Shredding Request Form
Disposition
Disposition will occur following the end of the retention period at a time operationally practical for the campus. Records not disposed of timely can still subject the record to possible requests under statute or legal proceeding. Records that have been placed on litigation hold, requested under legal proceeding or public information act, or pertaining to on-going or pending audits, must not be disposed of. Disposal must also be deferred if federal laws or regulations and university grant or contracts guidelines override the university retention periods.
How To
- 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 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).
The University’s centralized storage is located in the Mary Stuart Rogers Educational Services Gateway Building (MSR) basement.
E-mail mail_services@csustan.edu or call the mailroom at (209) 667-3014.
E-mail mail_services@csustan.edu or call the mailroom at (209) 667-3014.
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.
Complete the shredding request form, 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.
Policies, Resources, Forms
Policy and Procedure information related to record management.
- Records Information Retention Policy
- CSU Chancellor's Office Record Retention Schedule
- CSU Chancellor's Executive Order No. 943, Policy on University Health Services
- CSU Chancellor's Executive Order No. 1031, systemwide Records/Information retention and Disposition Schedules Implementation
Links, tools, and reference materials related to record management.
Downloadable and online forms related to record management.
Contact Us
| Address | Mail Services California State University Stanislaus One University Circle Turlock, California 95382 See: Maps & Directions |
|---|---|
| Building Location | Mary Stuart Rogers Educational Services Gateway Building See Building #27: Map |
| Office Location |
MSR010 - See Map |
| Phone | (209) 667-3014 |
Updated: April 04, 2024