v3line.gif (41 bytes)

               Records Management Policy


Preparing Boxes for Archives or Other Storage

Physically Preparing and Packing Records

  1. Remove bulky hardware, such as paper clips, ring binders or rubber bands. (Over time, these materials can deteriorate or otherwise harm the preservation of records.)
  2. Place files in labeled manila folders (not hanging folders).
  3. Date all files, to enable later access. Even approximate dates (e.g., circa 1980-1985) are more useful than no dates.
  4. Pack files in records cartons supplied by the Archives. (Approximately two file drawers will fit into three record cartons.)

Keep files in proper alphabetical, numerical or chronological sequence.
Keep folders upright with labels facing forward.  Pack files tightly enough to maintain the upright position, but loosely enough to permit easy removal. Files should not be bent or allowed to lean. (As a test, pull any folder; it should slip easily back into the box, but should not flop or curve.)

Labeling Boxes

  1. Each box should be clearly labeled in pencil on the narrow face of the carton. The label should include:
    • the name of the office
    • the series (general category) to which the records belong (e.g., correspondence, student records, subject files). Be as specific as you can.
    • the range of the material (whether it be alphabetical, numerical or chronological)
    • relevant dates
  2. The month and year of transfer should be written in pencil in the lower left-hand corner.
  3. The number of the box should be penciled in the lower right-hand corner, along with the total number of boxes being transferred (e.g., "Box 2 of 7"). Example of box label:

Dept. of Environmental Health and Safety
University Safety Committee Records, 1986-1990

(Date of Transfer: 7/94)

Box 1 of 2


Complete the Records Transmittal Form.  Attach form to lid of box and transport to the Archives.


Adding To or Changing the Records Management Schedule

If a change needs to be made to the Records Management Schedule, complete the Request for Change to Records Schedule Form, have it approved by the appropriate Vice President, and then submit it to the Records Management Officer.  The Records Management Officer will obtain approval of legal counsel if needed and then update the schedule on the website.

Changes to the Records Management Schedule may be requested because Federal guidelines have changed, the department no longer keeps certain records, new records are required, etc.



Shred/Disposal Dates and Bin Locations:

If you have small amounts of shredding to be done, you may put documents to be shredded in the locked bins located around campus.  Iron Mountain (or other company) will be on campus on the dates listed below to shred everything in the bins.

(Insert a list of all dates for a full year that Iron Mountain or other disposal company will be on campus to do shredding and disposal of documents.)

(Insert a list of the locations of the bins provided by the disposal company).

If you have a large amount of shredding to do all at one time, you can request a special shredding/pickup day by completing the Special Bulk Disposition/Shred Request Form and submitting it to the Records Management Officer.  The Records Management Officer will work with you and the disposal company to set up a time appropriate for your needs.



Last modified

June 1, 2009

Send questions

and Comments to:




For StudentsFor Faculty and Staff  | Best Information on the Net | Databases  
Library Catalog | Library Services  | Library Home | SAU Home