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SUBMITTING A RECORDS STORAGE REQUEST Records that 1) have a reference rate of less than once per month, 2) have a retention rate of less than 20 years, and 3) are non-permanent, are candidates for transfer to the RSC. Departmental records should be reviewed on an annual basis to identify records of this type. The Coordinator is responsible for overseeing storage requests and verifying the validity of worksheets and index information. The process for transferring records to storage is as follows: 1. Use the Records Retention Schedule to identify which boxes (or file drawers) potentially hold records that may be moved off-site for storage. 2. If necessary, transfer the records into standard-sized storage boxes that can be obtained from the Records Storage Center. Check each box to ensure that all files are the same records series and are eligible for transfer. Different record series should not be stored within the same box. Also remove items from the box that do not need to be stored, such as copies or items that have passed their retention period. 3. Assign an internal box number to each box. With a marker, write the box number on the end of the box. 4. Create an index of the items in each box so that they can be located at a later date. Place one copy of the index in the box; the second copy should be placed in Section 6 of the RIM Binder. Please inform the Records Center Clerk if any box contains confidential information or has archival value. 5. Coordinators must complete all pertinent information on the Records Transfer Request for each box and sign the request before sending it to the Records Storage Center at DN 109. 6. Once a determination has been made to transfer the boxes to the RSC, labels for the boxes will be generated and forwarded to the department. The Coordinator will place the identification labels on the upper right side of the corresponding box and retain a copy of the transmittal form for future reference. 7. RSC staff will contact Facilities & Services to arrange for the transfer of the records. F&S must have a work order to transfer these records to the RSC and will contact the Coordinator before arriving to pick up boxes. The Coordinator must accompany F&S to the location of the boxes to verify that the correct records are removed. Boxes can not be transferred without a Records Storage Center bar-coded label on each box. The Coordinator must check each box off the worksheet as it is removed, and date and sign the bottom of the Records Transfer Request form. The form should be kept in the RIM binder. 8. After verifying receipt of all boxes, Records Storage Center staff will forward a copy of the updated department box inventory report to the Coordinator. The inventory report should be placed in Section 5 of the RIM binder.