65.05 -- Transferring Records to the Records Center
Last updated December 7, 2006

A. General. The Records Center stores the inactive, semi-active and permanent records from all administrative and academic units. The purpose is to manage all the records which are required for administrative, fiscal, legal or historical reasons. The Records Center serves the campus by providing low-cost, secure, centralized records storage services while employing the most modern and scientific records management practices.

B. Process. Units inventory and schedule their records. When records are scheduled to be transferred to the Records Center, the unit contacts records center staff, in advance, to arrange storage. All transfers must have a completed transfer inventory sheet with them. The Records Center accepts records without regard to physical format, e.g., paper, microforms, magnetic tape, CD, audio tapes, or video tapes. Records must be inventoried and have at least a preliminary retention period assigned to them. Records which are retrieved frequently or records of the current fiscal year or calendar year should be filed in the office of origin. Non-record materials (e.g., external publications, junk mail, etc.) or other information which has no enduring value should not be transferred to the Records Center.

C. Procedure.

C-1. Records Containers. All records transferred to the Records Center will be contained in a standard file box. Boxes are available from the Records Center at no charge.

C-2. Box Contents. All records placed in a box will be in clearly labeled file folders. All boxes must contain an itemized Records Transfer Form with each file folder adequately described to facilitate future reference. Itemizing of the box contents must be down to the folder level. Boxes without itemized listings will no longer be accepted. A copy of the Records Transfer Form is available from the following link: [form].

C-3. Records Center Processing. Boxes will be processed into the records center and assigned an accession number for tracking each box. A copy of the transfer form will be returned to the department for their files.

C-4. A copy of the Records Transfer Sheet is available from the following link: [See Sample Sheet]. This sheet provides instructions as to how to use.

D. Information. Additional information may be obtained from the Division of Finance and Administration Records Center, (208) 885-2580, by fax at (208) 885-2865, records@uidaho.edu, or http://www.uihome.uidaho.edu/rcdmngmt.