Record Storage FAQ

Records that are accessed only occasionally for reference or to meet audit or legal obligations are called "inactive" records and should be housed in a Record Storage Center. 

Here are some Frequently Asked Questions regarding the use of a Record Storage Center.
 

What are the benefits of using a Record Storage Center?

The Record Storage Center provides safe and environmentally controlled security for inactive records for as long as their retention is required.  Procedures are established to ensure that when a record is needed, it can be easily located, retrieved, used, and then safely returned to storage.  When a record's retention is no longer required, the Record Storage Center staff follows correct disposition procedures for that record. 
 
Using a Record Storage Center:
  • provides maximum efficiency and use of space - five times as many records can be stored per square foot in a Record Storage Center as in equivalent office space
  • provides orderly arrangement and control of records
  • employs procedures that ensure prompt and efficient handling of records, including fast and easy box and folder retrieval
  • provides physical security and protection against damage or destruction due to natural or other disasters
  • protects confidential records from unauthorized access
  • provides systematic legal disposition of records that have reached the end of their retention period
  • ensures that records are destroyed only with appropriate authorization

How does the Record Storage Center operate?

Established procedures are in palce to maintain intellectual and physical control at all times.  Forms, logs and barcode tracking are used to access:
  • the storage location assigned to each box
  • authorized access to the records
  • records retrieved for reference and returned for re-filing
  • records that have reached the end of their retention period and are ready for destruction
  • records that are destroyed and the date and the manner in which records have been destroyed

How can I retrieve records from the Record Storage Center?

You may be able to view the file at the Record Storage Center, or the Record Storage Center can deliver information to you in the following formats:
  • entire boxes
  • individual files
  • individual documents
  • faxed file(s)/document(s)

How long can I keep the records I requested?

Generally, records are checked out of the Record Storage Center for no more than a few weeks.  If necessary, a reminder notice will be sent or a phone call made to prompt you to gather the boxes/files for return to the Record Storage Center.
 
What else do I need to know?
 
Employees have a personal responsibility for the management and use of the organization's records.  You will receive training to ensure that you know how to access the Record Storage Center's services.