The Business Records Archives, located
in the Dorland Building, is administered by the Central
Stores section of the Materials Management Department.
The Archives is designed for storage of official business
records for departments within the Division of Finance,
Facilities and Operations. These records are archived
for future reference until an assigned destroy date
An Academic Records Archives, located
in the basement of Douglas Hall, is available to departments
within the Provostís division.
In order to archive records in the
Business Records Archives at Central Stores, they must
be packed in new archives boxes available through the
Central Stores resale program, and approved for this
purpose. Other requirements include:
- The requesting department must
be a part of the Division of Finance, Facilities and
- There must be a demonstrable
need to retain the documents for business purposes.
- A specific retention period must
be established with an assigned destroy date.
- The documents must be uniformly
packed in approved cartons designated for records
- The records are historical in
nature and need not be accessed on a regular basis.
- Packaging Documents for Storage
Only approved storage cartons available
through Central Stores Resale on-line supply catalog
may be used. Two sizes are available as follows:
Catalog #63-3046, Letter/Legal
Size, 12" x 15" X 10"
Catalog #63-3050, Letter Size,
12" x 10 1/2" X 24"
Only new boxes may be used.
The approved storage cartons have
a printed label area on one end that must be completed
with the requested information before the carton can
be accepted into the Business Records Archives. Requested
information may include:
- COMPLETE DEPARTMENT NAME (No
- CONTENTS DESCRIPTION -- Including
starting and ending dates, letters, or names
- DESTROY DATE -- Month and year
documents may be destroyed according to State Retention
- BOX NO. -- Boxes must be sequentially
numbered by the department, using logical tracking
system, to facilitate later identification. Use only
numbers, and do not repeat box numbers unless the
number is preceded by fiscal period designation such
- FROM -- Beginning date of records
or first document identification number
- THRU -- Ending date of records
or last document identification number.
Print information requested on the label neatly. Boxes
with writing that cannot be easily read and interpreted
will be returned for re-labeling.
- Moving Document Storage Cartons
When boxes are packed
and labeled, call Central Stores (753-6280) and request
that cartons be picked up. Materials Management personnel
will pick up boxes and take them to the Dorland Building
NOTE: Boxes not packaged and
labeled as specified will not be picked up and put into
storage in the Business Records Archives.
- Accessing Stored Records
Only designated representatives
of the department for whom the records are stored may
access documents stored in the Business Records Archives.
University identification may be requested on site,
or pre-approval requested via email. Access is available
during regular business hours, Monday through Friday.
Call Central Stores a minimum of
two business days in advance, so desired boxes can be
located and made available.
Individual documents may be removed from the Archives
only after signing for specific document removal in
the Central Stores main office. Archived boxes will
not be delivered back to a department once they are
placed in the storage facility.
For procedures concerning storage and access to the
Academic Records Archives in Douglas Hall, contact the