Records Management Storage and Retrieval Service

How to use

1. Departmental visit

Before departments use the storage service for the first time they should:

• Check for any duplicate copies, drafts and outdated day files which no longer need to be kept. Check if any records can be disposed of immediately by referring to the Advice and Guidance page on how long to keep records, or if you are still uncertain ask for advice.
• Arrange a visit to the record store with the Records Management team. We will provide a brief overview of transferring records. After this records
  should be transferred on a regular basis to avoid backlogs.

2. Complete a transfer form

Download the transfer form from the See also box.

Records should be listed on a transfer form, using 1 form per box. Place the completed form on top of the records inside each box. Do not sellotape the form to the box lid or use sellotape on the transfer form.

• The top section of the form is for your Department name, contact number, Department address, name of person transferring records and signature.
• Box No: Records Management staff will allocate a box number in the storage area.
• Details of records transferred: Most file names are self explanatory e.g. Evaluation papers. Some file names may not be recognisable in the future e.g. Matt’s meetings. Where file codes are used make sure you or your colleagues will be able to recognise them in years to come.
• Covering dates: this will be the earliest date and the latest date of all the files.
• Retention and disposal: Specify the retention date or a review date. E.g. Retain until October 2010, or review December 2012. Records must have a date assigned for them to be transferred.
• Reason: For example finance records should be kept for 6 years + current academic year, so the reason for detaining these records would be financial.

3 .Complete a box transfer list

• Give brief details of boxes to be transferred, ie. the types of records, and dates in each box before the transfer of your boxes takes place.
• We will advise you if we cannot accept any of your boxes before arranging with the porters.

4. Order and pack boxes

We will accept records in either of the boxes listed below from either supplier:

• LYRECO
  Lyreco storage box (1 x pack of 10)
  250H X 327W X415D - 122.898
• OFFICE DEPOT
  A. Easy assembly archive boxes (1 x pack of 10)
  250H X 333W X 383Dmm - 487 5726

Records transferred in any other sized boxes WILL NOT be accepted to the Records Centre. Odd size boxes do not fit on the shelves properly and wastes space and defeats the purpose of providing efficient and economical storage.

Boxes should not be packed too full or too heavy. Leave a small space between the last records and the box lid for easy retrieval. You should leave enough space to get your fist in either end of the box.

Box Example

Photo 1 - box is too heavy and papers are hard to retrieve as they are so tightly packed

Photo 2 – There are not enough records in this box to justify its retention within the records centre.

Photo 3 – This box has the correct amount of records in it to be able to lift it comfortably and retrieve files.

Tips for packing boxes

• Dispose of any unwanted duplicates before moving into storage.
• Remove papers from hanging file folders, lever arch files, box files, plastic folders and plastic wallets. Where papers are removed from files and folders etc. place a sheet of paper on top of the first page and write the file details and dates. Use elastic bands to secure.
• It is easier to pack boxes whilst listing the files at the same time.
• Bag files may be backed into boxes.
• Where possible keep a small range of dates per box. EG 2004 – 2006 rather than 1996 – 2006. We will dispose of the whole box as a unit, meaning some files could be retained well over their retention period.
• Use one transfer form per box and place it inside the box when complete.
• There is no need to show details of records on the outside of the box.

On receipt of your records we will check the contents match the form, allocate a box number, and send you a copy of the completed form.

5. Arrange delivery of boxes

Contact the Records Management Service and inform us of how many boxes are to be collected. We will issue delivery labels for the boxes and arrange for the porters or CiCS to collect your boxes and deliver them to the Storage area.

We will accept up to approximately 20 boxes for each transfer.

email : records@sheffield.ac.uk

6. File retrieval

If you require a file once they are in storage, please contact us. Our aim is to retrieve and deliver your file to you within 2 working days. A retrieval sticker will be placed on the file showing the date the file has been removed from storage. Retrieved files should be returned to storage as soon as possible. Notices will be sent to departments quarterly to remind them to send any outstanding retrieved files back to us.

7. Reviews and disposal

When a review or disposal date is due, we will contact the departments to suggest what action should be taken. We will also dispose of any records confidentially.

8. Leaving the University

If colleagues move departments or leave the University, any transfer forms in their possession should be handed over to the remaining members of staff who remain within the department. If the member of staff taking over from the person leaving is known RM staff should be notified.