Record Storage
Storage space within University office areas is often limited. Once records are no longer required for regular reference, it is recommended that they be transferred to secondary storage until they are either destroyed in accordance with retention requirements or transferred to the University Archives.
Records and Archives Management Services (RAMS) manages a record repository across the University to help alleviate local storage pressures.
Transferring Records to RAMS
When arranging the transfer of records to RAMS for secondary storage, please note the following:
- All records must be listed to enable efficient and timely retrieval. RAMS provides a form for this purpose, which includes a cover sheet to identify the business unit responsible for the records.
- Records must be sentenced against an appropriate General retention and disposal authorities before transfer. This allows RAMS to determine when records are eligible for destruction or transfer to the University Archives and helps prevent the accumulation of expired records.
- RAMS will notify the relevant business unit when records held in storage are due for destruction and will seek approval to proceed. Destruction approval must be endorsed by the Head of the business unit.
- All destruction undertaken by RAMS is carried out in a secure and environmentally responsible manner.
- RAMS secondary storage facilities are often in high demand and may not always have the capacity to accept additional records. Business units are encouraged to contact RAMS well in advance to confirm availability.
- Records may be retrieved from secondary storage as required. However, records transferred to secondary storage should generally only be accessed infrequently. If records are needed on a regular basis, they may be better retained within the local office area.
The transfer of records to RAMS for secondary storage is not mandatory. It is a service provided to support University business units in managing their records storage requirements.