Records Management Update: New Services for the New Year

2 02 2016

2016 is moving right along, and the Records Management Program is happy to announce two new services to assist your office and department with managing your records: Inventory Completion and Full-Service Boxing.

These services are offered at a cost to departments who may not have adequate staffing or resources to complete the records management transfer process on their own. However, offices and departments DO NOT have to use these services; they may complete the transfer process on their own for no charge. Details on the records transfer process can be found here.

 

Inventory Completion:

Cost:      $10 per box

 

Users who purchase the correct records boxes and box up their records, but do not have the time to complete an inventory, may have Archives staff complete the records inventory portion of the transmittal form for them.

 

Office/Unit will:

  • Purchase records boxes.
  • Ensure all files are adequately labeled before they are boxed.
  • Box their records appropriately.
    • Do not include hanging file folders.
    • Do not include binders.
  • Complete and submit the first page of the transmittal form.
  • Label boxes for transfer.
  • Arrange for transfer of boxes to the Archives.

 

Archives will:

  • Assign tracking number upon receipt of the transmittal form.
  • Inventory the boxes when they arrive at the Archives.
  • Send a copy of the completed inventory to the office.

 

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Full Service Boxing (includes) Inventory Completion:

Cost:      $20 per box

 

Archives staff will work with users who are interested in having Archives staff come to their office, box their records, and assist them with completing the transmittal form and inventory. This service is offered depending on staff schedules and will require a pre-arranged appointment.

 

Office/Unit will:

  • Ensure all files are adequately labeled before they are boxed.
  • Submit the first page of the transmittal form to Archives.
  • Arrange for transfer of boxes to Archives.

 

Archives will:

  • Travel to Office/Department.
  • Provide records boxes and box records.
  • Assist with completing the first page of the transmittal form if needed.
  • Assign tracking number for boxes upon receipt of transmittal form.
  • Label boxes for transfer.
  • Inventory the boxes once they arrive at the Archives.
  • Send copy of the completed inventory to the office.

 

The Records Management Program hopes these new services will provide departments and offices with more options for completing records management tasks.

 

For more information about these services and fees, contact University Archives at 5-2330 or archives@msu.edu.

 

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