Archives & Records Management Handbook

Chapter 3 Records Management -- Services to Departments

Semi-active or inactive records that do not have a permanent retention period should be considered for transfer from active office filing systems to a temporary records storage area, either the University Records Center or a departmental records center.  University Records Center The OSU Archives and Records Management Program maintains a small University Records Center in Weniger Hall for storage of non-permanent, inactive records. Priority is given to those records that contain confidential information (such as student files or search records) and/or have a retention period of 3 to 25 years. Legal custody of records stored in the University Records Center remains with the originating department and consequently access is limited to staff of that department and of the Archives.

West side of Weniger Hall, soon after completion of the north addition, Fall 1962. The University Archives developed a university records center in Weniger Hall in the Fall of 1994. [OSU Archives #2915]

Following is the procedure for transferring records to the University Records Center:

	Call 7-2165 or e-mail the Archives at Archives@oregonstate.edu to schedule a date for transfer of the records to the University Records Center.
	Transfer files into records storage boxes. Be careful not to overstuff the boxes; allow 1.5 inches of empty space in each box to facilitate retrieval and refiling of records.
	Double check your boxes to make sure that all records are facing the same direction and are easily identifiable.
	Label each box (on the long side) with the following information:
		- department name - record series - inclusive (earliest and latest) dates of records being transmitted - portion of the record series enclosed in the box, e.g. file folders 1-50 - box #/total, e.g. Box 1/3
	If box contains several types of records, prepare a list of the folders in each box (container list) with the name and/or number from each folder.

The Archives staff will complete a Records Center Transmittal Form and send it to you. When you receive the completed transmittal form, sign the "transmitted by" section of the form and return it and the folder listing (if the accession is large and needs one) with the records to the University Archives at KAd 94; do not send them to Weniger Hall. A copy of the completed form will be returned to you. The Archives staff will move, or depending on the volume, arrange for Campus Freight to move the records to the University Records Center.

If you need to retrieve a file (either temporarily or permanently), contact the University Archives. Archives staff will need the following information from your copy of the Records Center Transmittal List to retrieve the file:

Accession number.
Box number.
Folder name or number.
Temporary or permanent (removed from accession) checkout.

In most instances, retrievals can be completed that same day. If you need access to a large volume of records, call the Archives to set up a time for a staff member to accompany you to the University Records Center.

A month prior to the determined destruction date, an Archives staff member will send you a Records Destruction Authorization form for your approval. If any of the records are involved with or germane to audit, litigation, or ongoing administrative action, arrangements will be made for retention beyond the scheduled destruction date. Any records not authorized for destruction (except for the reasons given above) will be returned to the originating office for further retention due to space limitations in the University Records Center. Records from the University Records Center eligible and authorized for destruction are disposed of confidentially. Departments are billed for this service by Campus Recycling.

Departmental/Office Records Centers
Many offices have chosen to set up their own storage area for temporary records. Factors pertaining to the facility, equipment, and supplies to be used should be considered before developing a storage area.

The area should be accessible -- close to the offices it serves, to an elevator, and, if possible, to a loading dock. The area needs to be functional, not decorative. It does not need carpeting, and warehouse lighting is acceptable. Lighting should be able to be turned off when the area is not being used by someone. The area should have reasonable environmental controls -- approximately 65-75 degrees F and 45-55% relative humidity. Security is one of the most important factors. Ideally the space should have no windows, a single entry or exit, a locked door, and a limit on the number of people with access. If the space is part of a larger area, it should be caged off. The area should also be outfitted with a smoke alarm and fire extinguisher or sprinkler system, and be located away from water and steam pipes.

College of Veterinary Medicine records storage area. The College has set up its own records storage area for efficient storage of inactive, non-permanent records. [Photo by University Archives staff]

Industrial grade, open metal shelving is ideal for an office records storage area. It is available from a variety of suppliers in varying heights and with individual shelves that are one or two cubic foot boxes deep. A ladder or kick stool may be necessary if the shelving is more than five shelves high. One cubic foot records storage boxes work well and are available from Boise Office Solutions (stock #401) and other office supply vendors. Each box should be labeled to include series title, inclusive dates, portion of the records series enclosed, and box #/total. If the storage area is being used by more than one office, labels should include the office name as well. Please feel free to call (7-2165) or e-mail (Archives@oregonstate.edu) the University Archives for additional information about setting up a records storage area.

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