Retrieving Stored Records

Retrieving records stored at a records storage area should be a simple request by using e-mail, phone call, district online program (if available) or other written format. Even though records are stored at the records storage area until their retention has been met, each department/school still has custody over them. Schools/departments have the responsibility of maintaining a log of their archive boxes that have been sent to the records storage area.

The log should include:

  • Date sent to records storage area
  • Box number, archive ID number or other unique identifier that may have been
  • Assigned by the records storage personnel
  • Records retention schedule name, records series title, and Disposition Authority Number (DAN)
  • Description of documents in box
  • Inclusive dates of documents in box
  • Retention period
  • Destruction year

This same information should be on each box label. A detailed description of documents in each box will insure that departments/schools will request the correct box. This practice will save time and money for the district. The information can be kept on any electronic spreadsheet. Therefore, retrieving records can be as simple as requesting a box number.

The records storage area should be a very basic setup so retrieval of records is quick and simple. Using an electronic spreadsheet with the same information as mentioned above, records storage personnel can add columns for assigning an archive box number and the location of each box within the storage area. Once a box has been given a number, the information can be e-mailed back to the department for their log sheet.

When a school/department requests a box, they can submit a written request, email or phone the record storage personnel with the assigned box number. It is the responsibility of the records storage personnel to document to whom and when the box was sent/returned. Again, you can use your spreadsheet.

Whether you are requesting records or filling a request for records, keep it simple, be consistent, and use good documentation practices.