Offsite Records Storage

Page last updated: 1/10/19

Sending New Boxes To Offsite Storage

When you run outRecords storage box with barcode label position of storage space in your department, it's time to box up impermanent, inactive (non-current) hard copy records and send them to offsite storage. (For documents that may have historical value, please contact Archives.)

Order storage boxes from Staples. Only standard one cubic foot size (10" x 12" x 15") will be accepted. Affix the barcode label on the front of the box as shown in the picture - about halfway between the lower lip of the box lid and the bottom of the box.

Order your barcode labels from the Office of Records and Information Management. These labels are provided by the offsite storage vendor and should not be used for any other purpose.

  1. Order supplies - boxes and barcode labels.
  2. Organize and arrange records in boxes, grouping by same destruction dates.
  3. Submit Service Request to have new boxes picked up.
  4. Complete Transmittal Form, following instructions included in the file.
  5. Attach to file to confirmation email and send as Reply

Transmittal Form - Excel template

A complete set of instructions is provided on the Transmittal Form (last updated 4/13/18). Column headings contain notes that provide brief instructions, such as minimum and maximum character lengths for Major and Minor Description fields.

Always download the latest copy of the Transmittal Form. Keep a copy of your final completed Transmittal for your reference in retrieving boxes from storage. 

©