Storing records
There are three steps you need to follow to transfer records to the University Records Centre:
1. Complete a transfer request and records transfer list
Submit a transfer request on the records management database on TULIP. Please find instructions for this process below:
Information & Records Management Database Guide
Upon receiving this, we will offer you a collection date. Please note that the waiting time can be up to three months: if this is problematic, please contact us to discuss alternative arrangements. If you are unavailable at the arranged collection time, please speak with a colleague and provide them with the details of the arrangement and let us know in the “notes” section of the transfer request. If you do not know exactly how many boxes you will be storing, please state the maximum amount.
After completing the request, you will be prompted to fill out a transfer list which will contain details of the records you are storing. The transfer list is your guide to what has been transferred in each box sent across the Records Centre. The Information & Records Management team do not make any checks against what is in the box so it is important to be accurate on this form. You can submit the transfer request before completing the list and go back to it later on, however the list must be completed and submitted as soon as possible and at least one week before the date of collection.
When the boxes arrive at the Records Centre they will be allocated a location reference. This will be added to the transfer list, and RLOs will be able to access it on the database. RLOs will be able to request to borrow and return files via the database. If they have review rights they will also be asked to make a decision on the files once they reach their review date.
2. Box up the records
Records will only be accepted in standard-sized boxes which are supplied to you on request. Please do not overfill boxes: if you cannot lift the box, then it is too heavy for our staff as well. We do not charge for storage so you will not be saving any money by overfilling boxes.
As you box, and list your files (we recommend that you do both at the same time), try to sift out any material which is no longer required at all:
- Get rid of duplicates and drafts
- Dispose of anything which is out of date, such as old suppliers' lists
- Remove any plastic wallets, covers or sleeves
If you need any assistance with deciding what to keep and what to destroy, please contact us.
Finally, mark the boxes with references you have provided on the Transfer List, e.g. Box 1, Box 2, etc. You may wish to develop your own consistent numbering/identifiable marking scheme. Do not identify the contents of the box on the outside - we store information randomly and anonymously in the Records Centre. Our database is secure and we use a location system to ensure we can find your files again whilst preventing unauthorised access.
3. Arrange for collection
We collect boxes every Thursday, usually between 9.00 and 12 Noon. We will only accept records stored in our standard-sized boxes and we must have received a completed transfer list submitted on the database, detailing the contents of the boxes, at least one week prior to collection.
We will then advise you of the next available collection date. Please note that the waiting time can be up to three months: if this is problematic, please contact us to discuss alternative arrangements. If you are unavailable at the arranged collection time, please speak with a colleague and provide them with the details of the arrangement.