State Records Center: Inactive Record Storage

Go to Records Management Procedure for Inactive Records link to find out how to send the inactive records to the State Record Center.

Once records are no longer used on a regular basis, they are considered inactive. At that point, it is most practical to move them to inactive storage.

Records that have become inactive but that have not reached the end of their retention period should be sent to the State Records Center (SRC) or to the University Archives. Those records which are deemed to be of enduring historical value to the university should be sent to University Archives.

The major objective of the SRC is to move inactive records out of high cost office space and filing equipment into the low cost service-oriented environment of a central storage facility. The SRC employs procedures which ensure physical and intellectual control of the records, including:

  • physical security
  • protection against damage or destruction due to natural or other disaster
  • protection of confidential records from unauthorized access
  • systematic legal disposition of records which have reached the end of their retention period
  • the assurance that records will be destroyed only with prior authorization from the office of their origination

State Records Center

university archives

University Archives

Basements and Storage Rooms

While we strongly recommend that inactive records not be maintained in a  storage room/basement, we realize that some offices view this as their best solution. In general, storage rooms/basements create more problems than they solve.

If a storage area must be created, the following should be considered:

  • location
  • size
  • access
  • fire protection
  • temperature/humidity controls
  • shelving
  • water/flood prevention
  • floor load
  • work areas/lighting
  • ventilation

The use of storage rooms/basements can seriously undermine a filing system or vital records program unless the same procedures for files maintenance used in the office are applied to records stored in these areas.

If a storage area must be used, the following guidelines are suggested:

  • obtain clearance from the Fire Marshall to use the area for records storage
  • have one person responsible for maintaining the area
  • designate specific areas for the storage of records -- store equipment separately
  • apply retention schedules to the records
  • always use standard record storage boxes
  • label boxes per Standard 71 instruction sheet
  • create an index of records which have been transferred to the storage area
  • update the office file system index to reflect inactive records moved to storage
  • enforce charge out rules when retrieving records from storage
  • protect confidential records from unauthorized access
  • never stack boxes directly on the floor -- always use shelving or pallets
  • always be sure vital records stored in these areas are clearly marked and easily accessible