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1. What services does Records Management provide?
2. Is there a charge for any of the above services?
3. Where can I get record storage boxes?
4. How do I send my department’s records to storage?
5. Why are the boxes I am preparing to send to storage inspected before they are     picked up from my department?
6. How long will it take for the boxes to be picked up from my department?
7. How do I retrieve a box from storage?
8. How do I dispose of records in my office?

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1. What services does Records Management provide?

• Certification and maintenance of UTMB’s Records Retention Schedule;
• Storage and retrieval of inactive records;
• Disposition of records using the official Records Retention Schedule;
• Consulting with departments on their records management issues; and
• Training for departments and individuals on records management processes.

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2. Is there a charge for any of the above services?

No. However, record storage boxes must be purchased.

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3. Where can I get record storage boxes?

Call Materials Management at 772-1161 and request item number 60471.

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4. How do I send my department’s records to storage?

• Determine storage eligibility by reviewing your departments Records
  Retention Schedule
• Obtain approval with a Storage Approval form
• Pack the storage boxes according to established procedures
• Index the box contents
• Prepare and send the Transmittal of Records form
• Mail the original forms to Records Management, Route 0918

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5. Why are the boxes I am preparing to send to storage inspected before they are picked up from my department?

The department owns the records, as custodians we must manage the records according to the Records Retention Schedule, therefore we must ensure:
• They are labeled correctly;
• They are not packed too tightly;
• They only contain one Records Series Title per box;
• That proper inclusive dates are given on the Transmittal form; and
• That the information given on the Transmittal form matches the contents of the box.

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6. How long will it take for the boxes to be picked up from my department?

When the boxes have been inspected and all information has been verified, it usually takes 24 to 48 hours for the boxes to be picked up and delivered to Records Management.

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7. How do I retrieve a box from storage?

Complete a Records Request form (RM 204) and fax it to Records Management. We will pull the box and have it delivered to you on the next run, unless special arrangements for a rush delivery have been made. If the request is received by 10:30 a.m., the boxes will usually be included in that day’s run. Otherwise, they will be delivered the following business day.

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8. How do I dispose of records in my office?

Prior to disposing of records, call Records Management for assistance. Then complete a Disposition Log of UTMB Records form (RM 201) and mail the original form to Records Management.

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