***As of August 1, 2011, account holders served by Records Management Services are responsible for barcoding their own boxes for transfer to the Records Center. Updated instructions are below***
1. Identify records eligible for storage
Use the General Records Schedule (GRS) or your office-specific records schedule to identify the types of records you have and how long you need to keep them. Records that are no longer used regularly by your office, but have not met their retention requirements are good candidates for off-site storage. For general information on using records retention schedules to identify your records and determine how long you must keep them, see Retaining and Disposing of Records.
2. Order records storage boxes and barcodes - NEW!
Order approved boxes and barcodes directly from RMS via e-mail. Boxes and barcodes will be delivered to your office within 2-3 business days.
3. Pack, label and barcode your boxes - NEW!
Make sure boxes are properly packed, labeled and barcoded. You can write directly in the middle area of the 12' side of the box, or make or your own labels to place on the box. Barcodes should be placed in the lower right corner of the box, next to the label. Please make sure that the entire barcode is visible. Refer to our Checklist for detailed packing and labeling instructions and tips.
Please be aware that the Records Center couriers will refuse to pick up boxes that are not packed, labeled, and/or barcoded properly.
4. Complete the Records Center Storage Deposit forms
For each deposit, complete the Records Center Transfer Summary and the Records Center Box/Folder List. Refer to the instructions for filling out the forms.
5. Request deposit review and pick up
After you complete the forms, e-mail the Records Center Box/Folder List as an attachment to archives_rms@harvard.edu. You should sign and scan the Records Center Transfer Summary and attach it to the email with the Box/Folder List or fax the signed Transfer Summary to 495-8011. We will review the paperwork and then make the arrangements to transport the boxes. Boxes are picked up 1-3 business days after RMS has placed the order.
To learn step-by-step how to send records to storage, register for our "Out of Sight" workshop
For information about transfers to the Harvard University Archives, please see Archives Transfer Procedures.
Contact Records Management Services
If you have any questions, please call us at 495-5961 or send an e-mail to archives_rms@harvard.edu.
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