Coordination of Records Retrieval From Storage

The office of record retains access authority for stored records. Records Coordinators are responsible for files checked out from the Archives & Records Center and for their return.

Coordinators should maintain the office's system and paperwork for retrieval of records from storage.

Requests for retrieval or reference of records must be initiated or authorized by the Records Coordinator or designee. Retrieval may be requested either by e-mail, by using the online form, by telephone, or in-person. Follow the guidelines below. Records to be checked out to the office of origin may be picked up by the Records Coordinator (or designee), or will be delivered by a Records Center student assistant. Requests received by noon will generally be delivered the following day, barring unforeseen delays caused by emergencies or illnesses. Records are not sent and should not be returned through campus mail.

Retrieval Request Procedure

1. Contact the Archives & Records Center (via phone, e-mail, or using the online form) and supply the following information (Items a through d are found on the Transmittal form):
   • Accession number
   • Box number
   • Records Center location (if available)
   • Identification of file folder or documents
2. A Reference Retrieval form is prepared in the Archives & Records Center and signed by the recipient of the materials. One copy is filed in the Archives & Records Center, and the second copy is held by the office until the records are returned.
3. If review of records at the Archives & Records Center is all that is required, arrange with the Center for a convenient time to see the materials in the Archives Building reference room. Your signature will be required on a form prepared in advance by the Center.

Returning Records to the Archives & Records Center

Return records to the Archives & Records Center to be refiled, along with copy two of the Reference Retrieval form. Records may be returned in person, or call for pick up. Do not send records through the campus mail. The Archives & Records Center may send the office a return reminder notice if the records have not been returned after a reasonable amount of time.