Record Storage
**** Please note ****
The process will be changing for archiving University records.
Due to the sale of KMC, the facility has been closed down with the storage of archive boxes moving to an external company.
When we have more information regarding the use of the new system, we will update this on the Record Storage SharePoint page
If you have any queries, please email archive@notingham.ac.uk
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Paper records require a large amount of physical storage space. Record storage will incur costs associated with handling, asset management, storing and disposal processing. Records should only be submitted if there is a defined legal or statutory requirement to be kept, or a clearly articulated business need.
You do not need to keep a paper record if the record already exists in an electronic format. Master records should only be retained if storing electronically is not an option and the retention period exceeds 3 years.
Frequently asked questions
Paper records require a large amount of physical space for storage. Records should only be kept for the correct amount of time and will either need;
• A defined legal or statutory requirement to be kept, or
• Very clearly articulated business need to retain paper records
By following this procedure we can continue to provide a long term cost effective storage solution for the University.
Acceptable types of content for storage which have a retention period of three years, or more:
- Alumni Records
- Buildings and Maintenance Records
- Finance Records
- Governace Records
- Research Records
- Staff Records
- Student Records
Please check the data retention policies section for information relating to how long records should be held for. Any content showing a retention period of less than three years from the UoN Records Retention Guide should be stored locally within your department.
Checklist for depositing a record box
- Records being sent to external storage are listed in the UoN Records Retention Guide and you know the relevant UID number (found in column K of the guide)
- Record boxes must have a destruction date assigned and you approve for the record to be destroyed at that date.
- Records are appropriately boxed in a suitable archive storage box with Lid - Suggested product:
Amazon - Bankers Box (Pack of 10) - product reference B000JTOX2S (Grey) or B00AZUV2QQ (Blue)
The sender will be responsible for keeping a secure list of box numbers and contents. This will enable box return and successful communication external company.
Suitable storage box with lid
Amazon - Bankers Box (pack of 10)
Product reference:
B000JTOX2S (Grey)
B00AZUV2QQ (Blue)
Making changes to an existing box within the record storage facility
If you wish to make any changes to a record box that you have stored previously, this could be a change or addition to the content of the box, or a change to the destruction date, please contact us at
archive@nottingham.ac.uk
If you have any queries with these forms, you do not receive your labels, or for all other queries, please contact archive@nottingham.ac.uk