Records Storage Procedures

1) Determine if you have Official Records or Non-records

Official records are eligible for storage. Non-records are not.

Note: Records & Archives does not accept records for storage that have a total retention requirement of two years or less, or records that have a longer retention requirement but only have one year or less remaining before the records are eligible for destruction. See Destruction of Records for more information about how to process these types of records.

2) Determine Record Series Code Numbers

The records you wish to store will be associated with a record series code number. Organize your records by type so only the same types of records are stored together. Records boxes can only be assigned one record series code number. Boxes with mixed records series codes will not be accepted. If you need assistance with this step, contact us to obtain the proper information. Be sure to include the following, if possible: The name of the record, the origins of the record, the function of the record, and the primary type of information found on the record.

3) Request Boxes and Barcode Labels

Submit a Service Request for new empty boxes and barcode labels. These items are provided at no cost. Estimate the quantities based on the number of records you have ready for storage. Records boxes are 15" long x 12" wide x 10" tall. Each barcode label set consists of a large blue Iron Mountain barcode label that goes on the box and a small white barcode tag that goes on the confirmation email you will print and give to Records & Archives when the new boxes are picked up. Include any special delivery instructions, if needed.

Note: The blue Iron Mountain barcode labels are the only approved barcode labels in use at this time. See Section 5 below to view an example. Please request new barcode labels if you need them to complete your records storage project and discard all other previously issued non-Iron Mountain barcode labels.

4) Pack the Boxes

Assemble the boxes and pack the records in a logical and organized fashion (alphabetical, numerical, etc.), with all records facing the same direction. Please note:

  • Boxes should not be overstuffed and the lids must be able to make full contact with the box.
  • The hand-holds on the box ends must be accessible and free of obstructions.
  • Improperly constructed or overstuffed boxes will not be accepted.
  • Hanging folders should not be hung on the sides of boxes.
  • Boxes with binders that extend past the 10" height will not be accepted.
  • Limit the pick-up size to no more than 18 boxes at one time, when possible. Contact Records & Archives to make special arrangements for larger pick-ups.

All boxes are subject to inspection at the time of pick-up to ensure the boxes are properly packed. Improperly packed boxes may be left at the pick-up location and the pick-up rescheduled. Records & Archives will provide additional supplies, as needed.

5) Submit New Box Data

Submit a Service Request for "Pick-up New Boxes Ready for Storage." Include any special pick-up instructions, if needed. New box data must include the record series code, box barcode number, date range, alphabetical or numerical range (if applicable), a brief description of the records, and answers to the questions about records pertaining to minors.

Once you submit the request you will receive a confirmation email containing the new box data you provided. Print this New Box Data confirmation email so it can be given to Records & Archives when the boxes are picked up. Affix the large blue barcode label to the proper location on the records box, and the matching small white barcode tag to the printed confirmation email next to its corresponding new box data section. Leave the CUSTOMER ID section on the blue label blank.

See the following examples for clarification. Contact us if you have any questions.

Records & Archives will schedule a pick-up once the data has been verified and entered.

6) Prepare for Pick-up

Make a copy of the New Box Data confirmation email with the small white barcode tags attached. Give the printed original to Records & Archives personnel upon pick-up and keep the copy for your records. Departments are responsible for knowing what has been sent to Records & Archives in the event the boxes or individual files need to be recalled. Be sure the boxes are readily available and located in an area that is accessible for pick-up with a flat 4' x 2' hand truck.