The University Records Center [URC] serves as a centralized, low-cost repository for the storage of inactive and semi-current University records, which must be retained out of legal, fiscal, and administrative necessity. Located at the Hawkins Building on Jamesville Road, the URC offers a secure and environmentally-controlled facility for records that have not yet reached the end of their retention periods. In addition to storage, the URC provides retrieval services enabling faculty and administrative staff to access their designated records in order to meet the ongoing business functions of the University. The URC encourages any University schools, colleges, departments, and offices to utilize its safe, convenient, and cost-effective records management services.
- Using the University's Retention Schedule, identify what records you would like to deposit. Records with a permanent retention due to their historical/scholarly value should be transferred to University Archives. Records that have exceeded their retention period will not be accepted by University Records Management [URM].
- Records must be packed in standard record center boxes measuring 15" x 12" x 10". They can be acquired through W. B. Mason – Item #FEL00703.
- Records should be packed according to record series and date.
- A box should not contain more than one record series.
- Any one deposit should not contain multiple years. URM will be happy to provide as many accession numbers as needed to fulfill your deposit request.
- Fill the boxes from front to back. For records arranged numerically, place the lowest-numbered file in the front and fill toward the back. For records arranged alphabetically, place the beginning of the alphabet in the front and fill toward the back.
- Do not pack "hanging" folders in the boxes.
- Do not over pack the box. Leave 1.5 inches of space in each box for easy retrieval, as well as for any potential interfiles or document inserts in the future.
- Prepare a container list to indicate the range of materials in each box. This should include: the series title (e.g. Student Records, Faculty Files, etc.); a description of the first and last items within each container (e.g. A – K, L – R, S – Z); and date.
- Email URM, with attached container list, to request an accession number. The container list must be approved by URM prior to receiving an accession number.
- Label the short side of each record center box with the following: department name; accession number; box contents (e.g. record series, folder range, and date); and box number (e.g. 1 of 4, 3 of 8, etc.).
- Complete Records Deposit form. Place form in Box #1 of each accession.
- Contact Physical Plant to arrange for the pick-up and delivery of the boxes to the URC (Hawkins Building, Room 140). Contact URM via email at firstname.lastname@example.org when the boxes have been picked up.
 Records that are on legal hold or under audit may be transferred. Please contact URM for more information.
- To make a file and/or box request contact URM by email at email@example.com. For your request to be handled in an efficient and timely manner, please provide the following information: accession number; URC box number; folder and/or box title; date; if the record(s)/box(es) will be returned or retained permanently; and any additional information that might be useful for locating desired record materials (e.g. last four digits of SSN, SUID, etc.).
- URC staff will retrieve records. Please allow 24-48 hours for the retrieval process.
- File requests and single box requests will be hand-delivered by Library Delivery.
- Box requests exceeding two boxes must be picked-up by a staff member of the requesting department. Or, the department can contact Physical Plant to transport the records at a cost to the requesting department.
- When finished using the records, please return to the URC promptly.
- URM conducts a biannual review of its records stored in the URC to identify records that have met their eligible destruction date.
- URM will prepare an Authorization to Destroy Records form, which lists the boxes ready for destruction. The form will be sent to the appropriate department records coordinator, who will obtain the necessary signed approval from a dean, director, or department head. NOTE: URM will NOT destroy records without signed approval from corresponding departments.
- Please review the eligible boxes to ensure that no unresolved audit questions, investigations, litigation, or other reasons for holding up the destruction exist.
- Place a check mark next to the boxes your department has approved for destruction. Also, place a check mark next to the desired method of disposition (e.g. recycling, shredding).
- Email the signed form, with accompanying standing ID, to URM.
- URM will then process the records for destruction.
 When textual records meet their retention, they can either be recycled or shredded. While URM supports the University's recycling program, paper records containing personally-identifiable information [PII] and/or confidential and restricted information must be shredded.
 To pay for shredding, the depositing department must either have a standing Interdepartmental Order [ID] on file with Materials Distribution; or, include an ID made payable to Materials Distribution with the Authorization to Destroy Records form sent to URM.