Records Storage Options - RIMS Storage Facilities
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|RIMS Records Storage Facilities
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|Preparing Records for Storage
|Planning a Move on Campus
Our shelving units require the use of 10” x 12” x 15” standard records storage boxes such as item 12770 available from the ODP Business Solutions catalog through iBuy. This size is necessary for shelving; other sizes will result in re-boxing fees. Copier paper boxes or 24” long boxes should not be used. When placing files in the boxes, be sure to leave adequate space, approximately the width of two to three fingers, to allow for easy removal of folders. Because they may be eligible for immediate disposal, please contact RIMS if the files consist primarily of print copies of scanned or electronic documents or documents also held by another office.
Please refer to the procedure below for requesting boxes be sent to storage.
SHIPPING MATERIALS TO STORAGE
- Coordinate with your assigned RIMS team member to find an approximate move date for your records. Once an approximate move date has been identified, schedule the move by placing an order with Facilities & Services to pick up your boxes and transfer them to the proper Records Center on each campus. Please notify the RIMS Group or your assigned RIMS team member of the move date once confirmed with Facilities & Services. Because the Records Centers are not staffed full-time, we request that moves be scheduled at least a week in advance to ensure that someone from RIMS is available to receive the boxes.
- RIMS will confirm with you by email the receipt of the boxes and will maintain the final copy of the Records Inventory Form as a backup to the Records Center inventory system.
REQUESTING MATERIALS FROM STORAGE
- Contact RIMS Group to request a box or file by referring to the assigned barcode associated with the box. RIMS will arrange to have the file delivered to you. Please allow at least a week for retrievals as well.
- You will be contacted if additional information is needed.
When the materials have surpassed their required retention, RIMS will contact you to confirm that the records may be disposed of via the State-approved method. There may be a cost to securely destroy the files.
Have a question that isn't answered here or need more specialized guidance? Please contact us!
Records and Information Management Services
Urbana Office: Rm. 450 HAB M/C 359
Chicago Office: AOB M/C 817