Storing Your Records

If you don't have space in your office to store your inactive records, they can be stored in the Records Center. Currently the Records Center can provide storage for over 4700 boxes of records. For us to maintain proper control of your records, please follow the guidelines listed below when sending your boxes for storage or destruction.

STORAGE BOXES
To store records in the Records Center, you must use the Bankers Box shown below.

You must order these boxes from OfficeMax since they are the University's Preferred Office Supply Vendor, effective January 2007.

If you do not have an OfficeMaxSolutions login i.d., complete the form on the Procurement website to request one. http://virtual.clemson.edu/groups/procurement/officemax.htm

PACKING THE BOXES
Do not put hanging file folders in the boxes. Each box must be numbered; numbers should correspond with those on your Transfer Sheet.

PREPARING A TRANSFER SHEET *
List each box along with a description of its contents, and be sure to include the dates that are covered. Use duplication marks when two or more boxes have exactly the same information. Do not list a description as "various office records." Be sure that your box numbers on the form correspond with the numbers on your boxes. This form should be as detailed as you think is necessary for you to retrieve information should you need it later.

*Click on Transfer Sheet for the latest copy of this form. It will load with Adobe Reader, then just print it out to use it.

TRANSFERRING THE BOXES
When your boxes are ready to be picked up, fax us a copy of your transfer sheet. We will review your sheet and then contact you to inform you of the next pick up date.