The UTMB Records Center provides departments with cost effective storage of inactive records in paper, electronic, and microfilm formats.

•  You retain ownership of your records. All material is managed under the direct    guidance of your Departmental Records Coordinator, and can be accessed and    retrieved at any time. When appropriate, access to your records can be limited to    designated individuals, thus ensuring confidentiality.

•  Inactive low-use record storage in active office space is a very inefficient    proposition. Moving inactive and low-use records to the off-site Records Center    frees up valuable office space for other uses, and    frees staff to do other more    pressing tasks. The savings and cost-avoidance can be significant.

•  Temporary record storage areas are hot, humid, dry, or subject to mildew. Many    institutions lose their vital records in such conditions. By contrast, storing inactive    and low-use records off-site at the Records Center, in a properly and professionally    maintained facility, ensures continuity in the event of a localized disaster. It also    slows the deterioration of vital historically, legally and fiscally relevant documents,    thus providing increased peace of mind.

•  Inactive records stored on-site are often poorly organized and cataloged, and in    inconvenient locations. In contrast, Records Management requires that    departments catalog the contents of each storage box. Upon arrival at the Records    Center, each box is assigned a computerized location and given a unique bar code    label. This process ensures that Records Management can access and deliver    records to you in a timely way. 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.    This saves research time and the records storage box is delivered directly to your    office.