University Records Center

Records appropriate for the Records Center include inactive files that:

• Are not frequently accessed
• Must be retained for a set period
• Are not ready for  permanent destruction or archival transfer
• Are at least two years from destruction

Examples of accepted record series:

• Personnel files
• Grant documentation
• Payroll records
• Fiscal operation files
• Student financial aid records
• International student documentation
• Student services case files
• Incident or arrest records
• Equity and Diversity documentation

Materials not accepted include:

• Duplicate copies of reports or documents available electronically
• Items already held by the University Archives
• Records past their retention period
• Blank forms, outdated letterhead, unused brochures, etc.

There is no fixed timeline for sending records to the Records Center. Consider sending records when:

• They are infrequently accessed
• Office storage space is limited
• Retention periods are long

Do not send:

• Frequently accessed records
• Records with short retention periods
• Records past their retention periods

Unsure if your records are a good fit? Contact the University Archivist for assistance.

Boxes must be sturdy, stackable, and standard-sized (10"H x 12"W x 15"D).

Where to get boxes:

• Ohio Penal Industries – Product CP103 (Records Storage Boxes)
• Office supply stores – Choose heavy-duty boxes, not economy/light-duty

The Records Center may have a limited number of used boxes available. 

Box capacity:

• 2 records cartons per full drawer of letter-size files
• 3 records cartons per full drawer of legal-size files

Boxes ship flat with printed assembly instructions. 

Organize by record series:

• One record series per box
• All records in a box must share the same date range and destruction date
• Label boxes clearly with start/end dates or alphabetical range

Packing guidelines:

• No binders or hanging folders. Remove contents and place in labeled file folders.
• Fill boxes completely, but do not overpack. Leave ~½ inch of space at the back.
• Do not tape box lids. Lids must fit securely for stacking and retrieval.
• Each box must weigh under 40 lbs. Overweight boxes will be returned.
• Keep records in their original order to assist with labeling and future retrieval.

Use the official Records Center Box Label, completing all fields. Affix the label to the short end of the box for easy identification.

Once packed and labeled:

1. Keep an inventory of contents. The Records Center does not track box contents.
2. Email the University Archivist with:
   • Number of boxes
   • Box location for pickup
   • Contact information of person at pick up location

The University Archivist will arrange pickup through Campus Operations, usually within a week. Retrievals require you to identify the correct box and folder; broad searches are not available.