Contents
Cal Poly Pomona

Records Management

Graphic Communications Services offers a complete Records Management Service. Records can be stored at the State Records Center (SRC) in Sacramento with a retrieval time of 5-7 working days. Frequently used files should not be stored at SRC. A Records Transfer Form Std. 71 should be completed and forwarded to Daiken Fiore for document pick-up and processing.

E-mail: DRFIORE@csupomona.edu
Ext.: 3298
Fax:
4662
Location:
Building 5, Room 221

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Procedures for Archiving:

To Utilize State Records Storage

•  Complete a "Records Transfer List" form

•  Send the "Records Transfer List" form to Records Management in Graphic Communciations Services

•  Records Management will assign a Records Transfer List number(s)

•  Order the appropriate size and type of box (see ordering storage boxes)

•  Mark each box appropriately (see marking boxes)

•  Call Records Management (x3298) when boxes are ready for pick-up

Forms

Records Transfer List (word document)
Records Transfer List (pdf)

How to Complete a Records Transfer List

•  See the sample "Records Transfer List" form below.

•  The following information should be completed on the Records Transfer List:

    • Department name
    • Destruction date (year and quarter - Example: 2008/3)
    • Destruction method, if confidential
    • Box number
    • Description of records* (double space between entries)
    • Years covered
    • Signatures at the bottom of form (records forwarded by and approved by).

* Please note : Only one name/title can be entered on the transfer list per box for the description of the records. If you choose to list contents, attach a separate sheet. However, a content list is NOT required and can be retained by the originating department.

The agency billing code for Cal Poly is 20310.

Records Transfer List Sample

Archive Box Requirements

•  Size : 10"h x 12"w x 15"d

•  Type : Archive boxes must be light tan in color (wood grain boxes will not be accepted). The appropriate boxes are available through Office Max item # P512770.

•  Lids must fit securely. (Do NOT include any hanging folders)

•  Boxes will NOT be accepted if the requirements are not met.

Ordering Storage Boxes

•  All Office Max orders are placed on-line.

•  Item number is PS12770 ($57.72 per carton of 12)

•  Substitutions will NOT be accepted.

Marking Boxes

•  On one END of the box, print clearly with black marker:

•  The assigned TL#, and

•  The box number(s).

•  Printing should not exceed three (3) inches in height.

•  Please do not put additional information on the box. Do not write on the other three sides.

•  Boxes will NOT be accepted if marked incorrectly. If you have any questions regarding these requirements, please call Daiken Fiore at x3298 or email her at drfiore@csupomona.edu.

Please click here to see a sample of the archive box with TL and box numbers.

FORWARDING THE RECORDS TRANSFER LIST FOR PROCESSING:

•  Forward the completed "Records Transfer List" form to Daiken Fiore, Graphic Communications Services.

•  Records Transfer Lists are reviewed and a Transfer List Number assigned. You will be notified of the number. This number should be printed on the box. (see marking boxes)

•  Contact Records Management (x3298) to arrange for pick-up when your boxes have been appropriately marked. Pick-ups are made as quickly as possible; however, they are based on staff availability.

•  Archive boxes are staged in Building 5-221, until shipping arrangements are made.

•  Once an archive box is shipped and received at the SRC in Sacramento , a copy of the department's Records Transfer List with the assigned SCR number(s) will be forwarded to the originating department. One copy is retained in the Records Management area.

•  SRC will notify Records Management when archive boxes have reached their destruction date. Departments are then notified via a memo asking if they want the records destroyed or the date extended.

  RECORD RETRIEVAL:

For retrieval, contact Records Management at x3298 or by e-mail drfiore@csupomona.edu with the following information:

•  Records Transfer List number

•  Box number

•  State Records Center number

•  File name (if applicable)

•  Contact person and phone #

Keep in mind it takes 5-7 working days to retrieve a file.