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.
- Consult University Retention Schedule to identify retention period for records being deposited.
- Email box content list to University Records Management [URM]. Include: record series title (e.g. Student Records, Accounts Payable, etc.); file arrangement (e.g. A – K, L –R, etc.); and date.
- URM approves deposit and provides an accession number to department.
- Complete Records Deposit form, and place in Box #1 of deposit.
- Contact Facilities Services to arrange delivery of boxes to Hawkins Building, Rm. 140.
- Use standard records center boxes measuring 15” x 12” x 10”. W.B. Mason – Item #FEL00703.
- Pack records according to record series and date.
- Pack boxes from front to back according to their designated arrangement (e.g. A – Z, 1 – 20)
- Leave 1.5 inches of space in each box for any future retrievals and/or interfiles.
- Label 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).
- Deposit records that have exceeded their retention period. Destroy in office, or contact Materials Distribution for information regarding shredding services.
- Fill a box with multiple record series.
- Fill a box with a wide range of dates.
- Pack “hanging” folders in boxes.
- Over pack the box.
*Please contact URM with any questions at email@example.com or at x8388.*
- To make a file and/or box request contact URM by email at firstname.lastname@example.org. 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.