If any of the records series on your RRS show a period of time in the Storage Retention Period field, you should be storing those records at the Records Center.

Our web site lists a condensed process for storing records, please see our downloadable User Guide for complete instructions.

1. Determine Storage Eligibility

•   The Records Series must be listed on the current UTMB certified RRS.

•   The records must have at least one year of retention remaining.

•   The records must be inactive.

•   Records must be approved for storage, organized, packed, indexed, and labeled     correctly. See steps 2 through 8.

2. Obtain Approval For Storage

•   Initial approval to store a specific records series must be obtained by preparing the     Storage Approval form.

•   Complete all items according to the Storage Approval - Instructions. Blank forms     are located in the “Storage Approvals” section of your Records Retention Manual.

•   Mail the original form to Records Management. Upon approval, a copy of the form is     returned to you with an assigned RM 202 Approval Number.

3. Prepare And Assemble Boxes

Use only letter/legal storage boxes from Logistics Supply Management, (order # 60471). The use of alternate storage containers is limited and must receive prior approval from Records Management.

4. Pack the Records

Determine how the records will be divided for placement in the records storage boxes. The records series can be divided monthly, quarterly, annually by fiscal or calendar year, closure date, or by any other logical subdivision. such as by closure date. Contents in the records box must be the same records series, and also be eligible for final disposition at the same time.
When packing records in the storage boxes, keep them in the original filing arrangement, provided it is a logical and systematic order, whether alphabetical, numerical or chronological.

•   For files in numerical order, place lowest number to the front of each box.

•   For files in alphabetical order, begin with “A” in the first box.

•   For files in chronological order, place them in the box by consecutive dates.

5. Index the Box Contents

Each department is responsible for maintaining an index of files. As you pack the box, simply list the title of every file as it is placed in the box.

6. Identify and Number the Boxes

Use a black felt-tip marker to write the following information on the pre-printed end of the box.

7. Stack Boxes

•   Stack boxes for each transmittal in one location within your department.

•   Stack boxes in numerical order . The first box of the shipment will be on top of the     first stack, the seventh box will be on top of the second stack, and so on. This is     done to improve the efficiency of on-site inspection and accuracy of Records Center     bar code label placement on each box.

•   Stack boxes six high or less to prevent crushing of bottom boxes.

8. Prepare and Send the Records Transmittal

Complete all items according to the instructions for the Transmittal of Records. See also Transmittal of Records - Instructions. If the number of boxes is more than will fit on one page, use a Transmittal of Records - Continuation Page.

•   List only the first and last file in each storage box on the RM 203.

•   Temporary box numbers on the RM 203 must agree with numbers on the boxes.

•   Mail the original completed form to: Logistics Records Management, Route 0918

•   File a suspense copy of the RM 203 in your department Records Retention     Manual.