The Department Record Coordinator, or any department staff identified with access rights on the Storage Approval form, completes a Records Circulation Request. See also Records Circulation Request - Instructions.

The key to retrieving records from storage is the box code number that was affixed to each box during the inspection process. These codes are listed on the final Transmittal form.

When you have filled out the form, fax it to the Records Center at 747-5910.

We will make arrangements to have the box delivered to you. You may also pick up or view the records on-site in the Records Center reference area.

Typical deliveries are same day if the request is received by 10:30 a.m., or the following day if the request is received later in the day. On rare occasions, an emergency request will be delivered as quickly as possible, please call the Records Center to make arrangements.

Once the requestor receives the boxes, he or she must sign the Records Request form showing that the records were delivered to the temporary custody of his or her department. Retain a copy of the completed form in the “Requests” section of your department Records Retention Manual.

A box to be returned to storage after use by department staff will be checked out to the requester for 30 days. If the record needs to be kept at the department longer than 30 days, the department contact person should call the Records Center to extend the time period or to request a permanent transfer back to the department. To request the permanent transfer of an entire box of records back to the department, please contact the Records Center to initiate the transfer.

To maintain file integrity, records should be returned to storage as soon as possible or the Records Center should be notified that the record is “Not To Be Returned” (NTBR). Should department staff decide that a record needs to be returned to storage after it has been designated “NTBR” and removed from the storage index, the record will be processed as a new entry.

NOTE: If stored records have a high access rate or they are currently needed in your department, do not return them to storage. To return a box to storage, complete a Records Request, marked “returning” and fax it to Records Management.

The return to storage requestor must sign the Records Request form showing that the records were picked up. Retain a copy of the completed form in the “Requests” section of your department Records Retention Manual.