Preparing Records for Vendor Storage

Things to remember when considering vendor storage

  • You should not send records to storage that have met retention. Destroy eligible records using the Certificate of Records Destruction (RM3).
  • You must have access to URMA in order to send boxes off-site.
  • The contents of a box should all fall under the same records series and have the same destruction dates.
  • If it is necessary to mix destruction dates to fill a box, the destruction date of the box will be set to the latest of these dates.
  • Vendors charge at a "per box" rate.

Steps to prepare boxes for vendor storage

  • Remove binders or other containers. Use folders, colored paper, or other dividers between binder groups to establish separation.
  • Remove binder clips, butterfly clips, hanging files, and plastic sleeves. Smaller paper clips and staples can remain.
  • Consult with Records & Information Management staff about inclusion of electronic media, cassette tapes, video tapes, etc.
  • Use a standard records storage box (10" x 15" x 12"). Copy paper boxes or over-sized bankers boxes are not acceptable. 
  • Place the URMA label on one of the box's end panels (the narrow ends of the box).
  • Do not tape the box closed. If the lid doesn't fit securely on the box without tape, move some of the contents to a second box.
  • Keep an inventory of each box's contents - this will help if you need to pull a record/box in the future.

Doing this work on the front end saves money!  If the vendor has to sort through your boxes to discard non-paper items during the destruction process, you will be charged an additional fee. 

Contact us with any questions.