This program was developed by Purchasing, Administrative and Campus Services as a systematic approach to the management of the institution's records. As such, it employs criteria reflecting legal retention periods while providing a formal program for departmental records management.
POLICY & PROCEDURES
Getting Started
If you need assistance in storing and maintaining records, contact Purchasing, Administrative and Campus Services at x3456.
Each department delegates one staff member to be a Records Coordinator as the primary contact for the ongoing maintenance of the department's records. Additional staff members may be designated as back-up Records Coordinators.
A record is any document generated as a result of the administrative and academic operation of Bentley University.
One-on-One Training
If you are assigned to be a departmental Records Coordinator, our staff will meet you in a one-on-one training seminar to review:
- The Bentley University Record Retention and Disposal Policy
- Specific Departmental Retention Criteria
- Identification of Records for Disposal and/or Storage
- Preparation of Records for Off-Site Storage
- Processing of Requests for Retrieval and Return of Records from Off-Site Storage via the Retrievex on-line system
Identifying Your Department's Records
Records Coordinators who have completed the one-on-one training develop a complete listing of record locations, quantity and content, then determine the appropriate storage or disposition option.
Note: Attics, basements and mechanical rooms should not be used for record storage. These areas must be kept clear as they are regulated by federal, state and local building codes.
Storing Records
If records need to be retained, a Records Coordinator has two options:
1. On-Site Storage:
Records can be stored appropriately within a department's current office space. Storage in attics, mechanical rooms, basements or custodial closets is not permitted.
2. Offsite Storage:
If a department does not have sufficient office space for onsite storage, these records will be sent to Retrievex, a records management facility.
Records targeted for off-site storage should be packed in standard one cubic foot containers. These containers can be ordered through Office Depot; the product numbers are 352-016 for 4-pack or 161-488 for a 12-pack of boxes with lids.
For each container targeted for off-site storage, a container registration must be completed via the Retrievex online system. Bar code labels required for these containers can be ordered directly from Retrievex. Files currently stored in attics, mechanical rooms, basements or custodial closets without proper authorization must be stored off-site as these areas are not suitable for paper records storage. Paper records storage in these areas creates a safety hazard, thus violating federal, state and local building codes.
To request the retrieval of containers and/or records being stored off-site, the Records Coordinator will submit an on-line request to Retrievex. Containers and/or records will be delivered to the Record Coordinator by Retrievex. Delivery and pick-up of records and containers will be made every Tuesday. Requests for delivery or pick-up must be submitted to Retrievex through their on-line system by noon on Monday for delivery/pick-up on Tuesday.
Records Destruction
If records are no longer required to be retained, a request should be made for records destruction.
For any records currently stored at the Retrievex offsite storage facility, a request for destruction should be submitted via the Retrievex on-line system. Retrievex will acknowledge the request and send the Records Coordinator a form for a signature to authorize records destruction. Once the signature is received by Retrievex, the requested documents will be shredded and Retrievex will issue the Records Coordinator a Certificate of Destruction. Retrievex will never destroy any documents without signed authorization to do so.
For records stored in a location on the Bentley campus, a request may be made to Retrievex to pick-up the documents for destruction. Signed authorization is required, and a Certificate of Destruction will be issued.
Funding
The Purchasing, Administrative and Campus Services Department will assume costs associated with the off-site storage and disposal of records. Individual departments are responsible for purchasing supplies needed to prepare records for storage (i.e.: containers, file folders, etc.)