Offsite Records Storage Guidelines

Transcription

1 Offsite Recrds Strage Guidelines Hw t send recrds t the Offsite strage facility (New bxes) Step 1 Obtain supplies and check if yur area has an accunt Offsite Recrds Bxes and Barcde Labels can be rdered by e mailing University Recrds (jgduffin@mtryal.ca) Check that yur department has an Offsite accunt (If nt Cntact University Recrds) Step 2 Place the Flders (same retentin cde and date range) in the Offsite bx. Nte: Flders shuld already have been assigned a retentin cde, labeled, and gruped when they are first created fr their Onsite use s that the Offsiting prcess is nt labr intensive. Step 3 Index the File Flders in the Offsite bx fr retrieval when needed The Indexing Tl spreadsheet is available if required Indexing Tl Tab Each rw (Clumns A M) represents ne File Flder Each rw (Clumns N R) represents the ffsite bx infrmatin fr each File Flder in the rw Each rw (Clumns S U) represents destructin infrmatin The fllwing infrmatin is imprtant t quickly identify the Bx fr destructin later: Start date (Clumn E) End date (Clumn F) Retentin cde (Clumn H) Munt Ryal University Infrmatin Management & Privacy Office May 6 th, 2013

2 Step 4 Place an Offsite vendr barcde label n each bx in the area identified by the label sized square printed n the new bx (Example: ) Indexing Tl Tab Enter the barcde number fund n the label in the TR Barcde area (Clumn N) fr each Flder rw in yur index. The TR Barcde number n the label is the unique bx number that is required t retrieve the bx frm the Offsite strage facility. (Examples: , ) Place label in the area identified in the printed square n the bx Step 5 Designate a cnsecutive number fr each bx at yur department s discretin Examples: 1,2,3,4 r EO01, EO02 Indexing Tl Tab Enter the internal bx numbers in the Client Bx Number area (Clumn O) fr each Flder rw. Munt Ryal University Infrmatin Management & Privacy Office May 6 th, 2013

3 Step 6 Cpy yur Offsite Bx Index data int the Offsite Bx Template tab. Print the Offsite Bx Template Tab and place it n the inside lid f the Offsite Bx. Place a cpy f the Bx index (paper) n the lid f the bx. Nte: The paper cpy prvides bth a physical backup and a reference Munt Ryal University Infrmatin Management & Privacy Office May 6 th, 2013

4 Step 7 E mail University Recrds (jgduffin@mtryal.ca) and request pick up. (Attach the Offsite Strage Request Frm) Prvide University Recrds with the fllwing infrmatin n the frm Date f the request Yur cntact infrmatin Accunt number (always MCU581) The rm the bxes are lcated The number f bxes fr pick up Indicated by the bx barcdes yu list per rw n the attached frm Whether the bxes are a new accessin Indicated n the attached frm in the New Accessins Bx Barcde clumn Include the Start Date (earliest Flder date in the bx) and the End Date (latest Flder date in the bx) Indicated n the frm in the Date Range clumns cncerning the recrds in yur bx. Prvide the alpha numeric University retentin cde fr yur flders within the Offsite bx Indicated in the Bx Retentin Cde clumn n the frm Step 8 University Recrds will receive yur e mail and arrange t have the Offsite bxes picked up frm yur department and lad bx data int the nline database. Step 9 Be sure t maintain yur Offsite bx indexes (Example: Indexing Tl Tab) Yur index will help yu retrieve the Offsite bxes if required fr yur business needs. The Bx Barcde number in yur index is key infrmatin t successfully request the bx frm Offsite strage, which is the number seen n the bx label with the largest fnt. Questins cntact: Jeremy Duffin University Recrds & Infrmatin Management Advisr Extensin 7288 jgduffin@mtryal.ca Munt Ryal University Infrmatin Management & Privacy Office May 6 th, 2013

5 Hw t rder and return Offsite bxes in yur department accunt Step 1 E mail University Recrds (jgduffin@mtryal.ca) Step 2 Attach an Offsite Strage Request Frm t yur e mail Prvide University Recrds with the fllwing infrmatin n the frm and include: Date f yur request Yur cntact infrmatin Accunt number (always MCU581) The rm the bxes need t be either requested r delivered t Indicate the level f service either 24 hurs r Rush (retrieval nly extra cst) Fr returning bxes back t the Offsite strage facility Enter the Bx Barcde Number frm the label (ie ,002092) int the Refiles Bx Barcde clumn Fr requesting Offsite bxes back t the Offsite strage facility Enter the Bx Barcde Number frm the label (ie , ) int the Retrieval Bx Barcde clumn Nte: The Bx Barcde Number is viewable n the label placed n the Offsite bx. The number is identified thrugh the largest fnt seen n the label. Mst numbers are six digits such as, r Hwever lder bxes als include letters such as MRW , MRU , and MHU Munt Ryal University Infrmatin Management & Privacy Office May 6 th, 2013