RECORDS MANAGEMENT & ARCHIVES

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RMA offers these cost-free services to units and departments of the University.

	Development of necessary standards and procedures in the overall field of records management including; filing and retrieval of active records; records inventory and appraisal; inactive files management, storage and retrieval; and the archiving of permanent records.
	Education of University management and staff in all areas of records management.
	Assistance to departments in the establishment and updating of records retention and disposition schedules in conformity with legal, administrative and fiscal constraints.
	Provision of boxes and storage of eligible inactive files at the University's Records Center.
	Retrieval and re-filing of records stored by units and departments at the records center.
	Legal disposition of records. (shredded and pulped)
	Permanent retention of records through accessioning into the University Archives. Service Call 889-5666, 7:00am - 5:00pm Monday through Friday for new or continuing service or fax requests at 889-5660 at any time. Emergency one-hour service is usually available during normal working hours. We can also provide digital pictures of your box contents or scan documents and e-mail them to you as file attachments. Normally, if records requests are received before 10:00am then same day pick up and delivery of records. Storage boxes for storage are free upon request. The records center is located at 250 E. Valencia Rd. Bldg 3301. Updated central fire alarm, water sprinklers and sensors protect your records within a gated complex with a resident staff member. Records Storage Procedures Please call 889-5666 to find out how to receive free storage boxes, instructions on how to pack records and make pick-up arrangements or read it here (instructions). Upon request, we can send you a customer index report (describing your stored records) after the records have been entered into our inventory. The customer index report is your reference document when requesting record retrievals or information searches. We will keep the customer index report current as new boxes enter the inventory or as boxes are legally disposed of. RMA needs written approval from owning units before we can share information other departments/units. Disposition of Records When stored records are due for disposition, owning departments will receive an "Authority for Destruction" notice prior to the disposal of records. In turn, this notice also serves as verification to RMA that, to the best of the department's knowledge, there is no pending or current litigation or necessary audits of the records listed for disposition. The Authority for Destruction notice should not signed if all listed records are required and explain the reason. If there is a legal hold on these records, the authorizing attorney or other party should be identified. However, signing off on the authority for destruction is acceptable even if there are boxes listed not ready for disposition, however identify each of those boxes and include a reason for keeping it. Owning departments/units can dispose of non-record material. If such material contains confidential information or personally identifiable, the owning department should contact the University Recycle Department to secure locked containers for disposal of this material.