Departmental records that need to be stored permanently should be transferred to the University Records Center, located in the Services Building, for secure storage.

What Records to Retain/What can be Destroyed

Follow the steps to transfer boxes to the URC:

Step One: Appropriate Boxes for Transfer and Storage

Due to the size of the shelving units in the URC, we can only accept standard banker boxes (one cubic foot) for transfer and storage. You may order these by calling Printing Services at 906-227-2457.

In special circumstances, the URC will accept records of unusual size, shape, or form. Please contact Records Management Staff to discuss the transfer and make the necessary arrangements.

Step Two: Organize and Arrange Files for Transfer

Once you have acquired the appropriate boxes, it is time to properly fill, inventory, and label the boxes.

The documents cannot be sent in hanging folders (because of the metal support bars), three-ring binders (because of the plastic covers and metal rings), or secured by any metal fasteners or binder clips, except staples. There should also be no plastic or media. If you do have media (e.g., floppy discs, CDs, DVDs, VHS tapes, etc.) that need to be destroyed, please contact the Records Center for assistance. The best practice is to transfer the documents into manila folders,
labeling each with a brief description of the contents and dates. Although this may seem like a lot of work, in the event your documents need to be retrieved sometime in the future, you’ll find that your efforts were warranted.

After the boxes are full, you MUST create and include a folder-level inventory within each box that’s transferred to the URC. Please copy and paste the full inventory, by box number (see numbering in the next paragraph), in the Record Transmittal Form and place a copy in each box. 

Proper labeling of boxes helps distinguish between different series when many boxes are transferred at the same time. Using a pencil, please mark the box number in the upper right-hand corner on the front lid of the box. For example, an office that transfers three boxes should label their boxes in order, as follows: 1/3, 2/3, 3/3.

Step Three: Transfer to the University Records Center

When you are ready to transfer your boxes, you will need to complete two last steps:

  1. Fill out the form on Record Management’s Storage Request page.
  2. Fill out a Warehouse Services work request to arrange pickup and delivery to the University Records Center, 205 Services Building.