Records Management - Preparing Records for Storage

This procedure is for preparing boxes of inactive records that are being sent to storage. RIMS also has a flowchart of this same process available for your reference.
RIMS Records Storage Main Page
 RIMS Records Storage Facilities  Departmental Records Storage  Contracted Off-Campus Vendors
Preparing Records for Storage  Planning a Move on Campus 

Please note that for purposes of standardization, weight, and size constraints, all records, whether stored in departmental spaces or sent to storage outside of office spaces, should be packed in standard 10" x 12" x 15" Bankers boxes with lids and handles. This size is necessary for shelving; other sizes will result in re-boxing fees. These boxes can be ordered from the ODP Business Solutions catalog through i-Buy (item #:12770).

  1. Determine how many records storage boxes you will need.
  2. Request bar code numbers for each of your boxes for storage from the RIMS Group. The bar code label should be placed below the handle on the short side of the box.
  3. Complete a Records Inventory Form with a description, date range, and the bar code number you have attached to your boxes. This information will help us track and locate the box should you need to retrieve a file in the future, as well as facilitate records disposal requests. (If your boxes are numbered please include that information on the Records Inventory Form.)
  4. Once you have completed the Records Inventory Form, send the form to the RIMS Group or directly to your assigned RIMS team member.

Additional Resources:Preparing Records for Storage Flowchart

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

Keywordsrecords storage, records management   Doc ID94900
OwnerMargaret N.GroupUniversity of Illinois System
Created2019-10-09 11:50:11Updated2024-01-11 13:58:46
SitesUniversity of Illinois System
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