Instructions for Transferring Boxes of Records to Records Center
UI business records are accepted at the Records Center – they may be in paper or other formats.
Empty boxes are available from the Records Center
- There is no charge for these boxes. Please submit a ticket Request Form - Records Center Storage to request empty boxes. Just let the Records Center staff know how many boxes you need. Records Center staff will respond with a date/time to pick up the boxes.
- It is necessary to use these boxes since they are specifically sized to fit on the shelves of the Records Center.
When filling the boxes
- Be sure not to over fill the box: leave at least 3-5 inches of space so that staff can lift the box by the finger holds; also boxes often have to be lifted over the head of the person putting them on the shelf so they shouldn’t be too heavy. And this makes the records easy to search.
- Do not put any hanging folders (they have metal strips through the top of the file folder) in the box. They destroy the integrity of the box and are too costly to be shredded so please reuse them instead.
- Do not write anything on the outside of the box except the box number (1, 2, 3, etc. that coordinates with the set number in the Box Information on the Departmental Transfer Form).
- DO NOT tape or write anything on the outside of the box except the box number (in the appropriate box) to correspond to the transfer sheet.
- Make an inventory of the files/contents of the box (this should go to the department records coordinator with a copy of the transfer sheet). A copy may be placed in the box but DO NOT attach it to the Transfer Sheet.
Requesting Transfer of Records (boxes)
Transferring the box(es)
- Schedule a time with the Records Center staff.
- Write the ticket number written on each box.
- Bring the boxes to the Bruce Pitman Center room 053.
- The Records Center staff will update the ticket with the accession number. This ticket is the department's record of the transfer.