In today’s digital age, records management is critical. University documents hold sensitive data. This guide shows off-site storage and explains the steps to use it.
Understanding the Importance of Managed Records
Records management does more than keep documents. It secures them, makes them easy to reach, and plans their removal. Some people think that storing files in a basement or closet works fine. But these spots miss physical and environmental safeguards. When records sit unsafely, they lose important details. They also risk legal trouble, especially if they hold personal data under law.
The Benefits of Off-Site Storage
A managed off-site storage option, like UBC Records Management Office (RMO) provides, gives many benefits:
- Security – Off-site sites protect records from unwanted access and environmental issues.
- Managed Retention and Disposition – A set schedule guides how long records last and when they go.
Steps to Implement Off-Site Storage
Step 1: Set Up Your Account
Start by setting up an account with your campus Records Management Coordinator. Complete the Authorized Records Access Application form. Provide the needed access and billing details. You also receive a Records Storage template with the setup.
Step 2: Prepare Your Documents
Gather and pack the documents for storage. Follow these pointers:
• Box Quality – Use normal-sized boxes in good condition. Avoid boxes with broken handles.
• Packing Method – Place folders upright in the boxes, like they sit in your filing cabinet. Do not overfill them or lay the folders flat.
• Organizing Records – Sort records by their retention period. Do not mix financial files with committee minutes since each needs a different schedule.
Step 3: Labeling and Documentation
As you pack each box, fill out the Records Storage Sheet with a few details:
• A short description of the contents.
• The date range of the records.
• The due date for their removal, based on policy.
• A unique box number.
Label each box clearly at the bottom right-hand side.
Step 4: Requesting Pick-Up
When your boxes are ready and documented, email your Records Management Coordinator to request pick-up. Attach the completed Records Storage Sheet. During collection, each box gets a UBC storage barcode so you can track its location.
Retrieving Records
If you need stored records, contact your Records Management Coordinator. Use the barcode numbers on your storage list. This process fetches records quickly and safely.
Conclusion: The Path Forward
Moving university records off-site reduces risks and meets legal standards. Using UBC’s services helps you keep records safe. As you review your records management steps, follow these key points: secure storage, clear classification, and a set retention schedule. Doing so not only organizes your files but also protects sensitive information for years to come.
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