Do you have records that still need to be retained, but you no longer have the storage space in your office to maintain them? Sending the records to storage may be an appropriate solution for you. Only temporary records with no archival value will be sent to storage. Please make sure the records are no longer being actively used and will not need to be accessed on a regular basis. (For information on transferring records to University Archives & Historical Collections, learn more here.)
Sending to On-Campus Storage
Requesting transfer to storage:
In order to send boxes to storage, you will need to complete a Record Storage Transfer form (linked above) and send it to OARC.temporaryrecords@msu.edu for review and approval. The form will require that you also submit a box and folder level inventory of each box being sent to storage. This is important so that you're not only able to recall the right box, but so that when the box is eligible for destruction you'll know the contents of what's in the box.
If approved, the form will be returned to you with a storage transfer number added to the top-right corner of the form. Please retain a copy of this form for your records so you can use it to recall a box (or boxes) in the future if necessary. If you can't locate a previously submitted and approved storage transfer form, please contact us for further assistance.
Ordering boxes:
Please use a banker box that is no larger than 12x15x10. On Spartan Marketplace, the catalog item number is 17005000 and you can find it by searching "banker box." Each box costs approximately $2.21. If you have any questions about what kind of box to use, don't hesitate to contact us.
Filling the boxes:
Try to maintain original order when packing boxes to be sent to long-term storage. Remove any green hanging folders or binders that would prevent box lids from fitting securely, and replace them with regular file folders which are properly labeled. When possible, fill the entire box with folders (as long as they aren't packed too tightly) to reduce the total number of boxes that must be stored.
Labeling boxes:
On one end of each box, please include the following information: the storage transfer number as provided to you and the number of boxes in alignment with the submitted inventory (1 of 3, 2 of 3, etc.) If any changes need to made to the inventory after approval but prior to sending the boxes to storage, please communicate those changes prior to sending the boxes to OARC.
Please see below for an example:
Sending boxes to storage:
Once your transfer form is approved and you have received a transfer number, you will receive further instructions on where to send your boxes.
Retrieving Boxes from Storage
Retrieving boxes:
If you need to retrieve a box or file managed by OARC (formerly managed by University Archives & Historical Collections), please email OARC.temporaryrecords@msu.edu and include the following information:
- Storage transfer number (or UAHC transmittal number)
- Box number(s)
- Contact and delivery information for the person requesting the box
If the box(es) are stored at Iron Mountain, it may take up to a week for delivery to occur. (If you need the box(es) faster than that, please indicate that in your request.)
Returning boxes:
When you're done with the box(es), please contact OARC.temporaryrecords@msu.edu so pick-up can be arranged. You will be notified of the pick-up date once final confirmation is received.
Securely maintaining records:
While maintaining paper records in your work area, records containing confidential or institutional level information must be kept in a secure manner and should be restricted to only those employees who require access to the records for their work. (For more information on what MSU considers to be confidential or institutional information, please see MSU's Institutional Data Policy.) When required per policy or law, confidential records should be retained in a locked filing cabinet or locked storage room. Employees should refrain from leaving confidential records unattended if leaving their workspace.
Filing records based on retention:
Depending on the record (or related group of records), you may be required to retain certain types of documentation separately per MSU policy or by recommendation via an applicable record series. For example, there are certain personnel related records that must be stored separately from the main personnel file (see MSU's Personnel File Policy for more.) In regard to record retention, it may make sense to file certain records next to each other because the retention of those records is the same. For example, faculty promotion and tenure materials have the same retention as an employee's standard personnel file, and would be eligible for disposal at the same time.
Labeling file folders:
When labeling file folders, use concise but clear language and dates so the content of the folder can be easily identified by future employees.
There are many tools available to MSU faculty and staff to ensure that electronic records and data are being securely stored and accessed by only those with the authority to do so.
Data classification:
MSU's Institutional Data Policy outlines what types of information are considered confidential and are therefore subject to stricter storage requirements. If you haven't already done so, you should review the records you work with to ensure you're maintaining any restricted information per the recommended guidelines.
Approved storage solutions:
The MSU Data Storage Finder is a tool that finds approved storage solutions for the types of records you maintain. If you have any questions about any of the storage solutions, or you're unsure if a storage solution is right for your needs, you can request a consultation. MSU IT also has the following available resources: Securing Data, Employee Secure Data Guide, and an Administrator & Supervisor Secure Data Guide.
File structures and organization:
Just like with file naming conventions below, it's important to create a structure that works best for the records you work with and you stick with it. This Microsoft page has a good breakdown of the different types of ways you can categorize and arrange files depending on their use. You're also encouraged to know how retention periods are calculated which may affect how groups of records should be arranged to make disposal easier. For example, if a record's retention period is based on an event date, but you have arranged the files by topic than identifying records eligible for destruction can become difficult.
File-naming best practices:
Although there are many different ways to structure a file name, the most important thing is to remain consistent in applying that format to your records. For more examples, see this guide created by UAHC on best practices for naming files.
Email:
UAHC has a great guide and decision-making tree for how to handle the storage, organization, and retention of email. The most important thing to remember is to retain any email (including attachments) per an applicable record series. It's all about the content in the email, rather than the fact the format is an email. For more on automatic retentions applied to Outlook, please read more on the Deleted Email Retention policy.
Data Backup and Recovery:
MSU does provide data backup or recovery services for certain software applications - read more on their Data Backup and Recovery site.