65.04 -- Records Center Reference Requests
Last updated August 24, 2005

A. General. Records of any format stored in the Division of Finance and Administration Records Center may be requested by telephone, facsimile, electronic mail, or on-site visit to the records center during office hours.

B. Process. Patrons are encouraged to call the Records Center at (208) 885-2580 in advance, so that their requests can be processed, and their documents, files, or boxes can be pulled and ready for them at the reference counter prior to their scheduled visit. All records that are referenced must have a completed Reference Request Form. I.e.,

 Records Management Forms Page

The Reference Request Form is completed by Records Center staff when the patron makes a request by phone, fax, or e-mail. Once received, the patron request is logged into a database and tracked. Patrons are notified when the records have been checked out for more than two weeks.

C. Procedures.

C-1. Temporary Withdrawals. Departments who originated the records they are requesting and retain custody of those records may check-out (remove) a file or document for two weeks and one two-week extension beyond that. Unless prior arrangements are made, the status of the withdrawal becomes permanent.

C-2. Permanent Withdrawals. Records checked out for more than month are determined to be active, and the status of the records is logged as permanently withdrawn. Records permanently withdrawn are retained by the department and retired to the Records Center according to an approved retention schedule.

C-3. Reference-Only Requests. Patrons may visit the Records Center to view or read materials. If intending to conduct an on-site, short-term work project using documentation stored in the Records Center, please notify Records Center personnel in advance.

C-4. Photocopy Services and Microfilm/Microfiche Reader-Printer Services. Photocopy services and microfilm/microfiche reader-printer services are available to patrons in the Records Center. University employees who request information from records originating in other than their own departments of employment must demonstrate permission to view or photocopy documentation, unless their request is routine to division-wide operations. Occasionally if work time permits, Records Center staff will photocopy limited materials and send them to their office through interdepartmental mail. All use of the microfilm printer must be made in advance.