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SUBMITTING A RECORDS RETRIEVAL REQUEST Records stored at the Records Storage Center remain the property of the transferring department which remains in control of access to their records. Permission must be granted by the storing department head or departmental Coordinator in order for records to be accessed by other members of the department. Permission can be obtained via telephone, fax, or in writing, and must specify which records are to be made available. 1. Record retrieval requests should be submitted early in the day or no later than 3 p.m., so that they will be available for pick up the following day. Emergent retrievals may be made at any time during the workday. 2. Requests must include clear identification of the records to be retrieved and identification of the assigned RSC box number where the records can be found. 3. Requested records will be made available in one of the following ways: The entire box will be retrieved for pick up or delivery. Unless permanently withdrawn, the box should be returned to the RSC for re-shelving. The requested file folder or document will be removed from the box for pick up or delivery. Unless permanently withdrawn, the records should be sent back to the RSC for return to the storage box. The requested document is retrieved, a photocopy or fax is made for the department’s use, and the original document is immediately re-filed in the storage box. The copy can be picked up, faxed or delivered and need not be returned to the RSC. A ‘Request Tracking Memo’ will be generated by the records management system and must remain with the requested records until their return. 4. Upon receipt of the requested records, the Coordinator must sign the Request for Reference Service form and return it to the Records Storage Center. When the requested records are returned to the RSC; staff members will verify the return, initial the Request for Reference Service form and return it to the Coordinator.