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档案管理-政策 & 程序

记录存储程序

The following is a review of how to box your files to assist with storage, retrieval and the determination of the required retention time for your records. Using these guidelines will help us to serve you better. Partially filled boxes are acceptable, if necessary, due to these guidelines.

发送哪些记录

All University records that have official retention schedules may be stored with 记录管理. This includes most records commonly found in all departments and many records specific to a single department.

什么记录不送

Active 记录 (referred to more than monthly)

Non-records材料:

*额外的记录参考副本
* Stocks of publications, pamphlets, blank forms, etc
*私人材料

Please call Tavares山, at 7-0311, before sending boxes.

将记录装入盒中

记录必须妥善装箱. 一个完整的, descriptive list of the contents of each box must also accompany the transfer to the 记录管理 Section. Otherwise, 记录管理 will experience great difficulty in locating documents. 记录, which are not properly boxed and listed, will not be accepted for transfer. 记录 should be boxed in a systematic way (alphabetically, 按时间顺序, 或数字), with records of the same type or series grouped together. 转移记录, including folders (but "NO HANGING FOLDERS," please) from file cabinets to the boxes. When placing records in boxes, it is important not to over-fill the boxes. A box, which is too full, is more likely to burst and not fit properly on the shelving. In addition, lids will not fit properly on boxes, which are stuffed. Leave one-half inch of space in each box for ease of reference. 不要用胶带把盒子封上.

  1. Use a standard 15 x 12 x 10-inch records storage box. DO NOT use long "storage boxes or copy paper boxes. We will provide empty boxes of the proper dimension ONLY for documents, intended for transfer to the 记录管理 Center. 
  2. DO NOT mix different types of record series in the same box. 在一个盒子里只放一种类型的记录. 
  3. 使用“  记录盘点工作表“对于每种类型的记录. List only one type of record, by year, on the same worksheet. More than one fiscal year may be listed on the worksheet. If all boxes do not have identical dates list each date separately. Indicate if records are grouped by Fiscal Year, Academic Year or Calendar Year. It is required that you list the beginning date of the records. 
  4. See the attached "一般 记录 Schedule List" for the correct Record Series Title.
  5. Type a list of the contents of each box separately. The box label may-be used for this purpose. Then use these lists to complete the Inventory Worksheets. 一般 words such as "Accounts Receivable" are not acceptable without a detailed description. 
  6. 填写部门这边的  箱标签 完整并签字. 把标签复印一份. Send one copy to 记录管理 along with the Inventory Work Sheet, and attach the other copy of the box label to the small end of the box, 在把手旁边. Please place the label on the side of the box towards which the contents face. 安全的坚定. 
  7. Duplicate copies of the same report are to be boxed separately and correctly labeled. 
  8. If the records are not considered master records for the Department/University, please give the location of the master records. 不要用“各种各样的”这个词.“指出确切的位置.

性格

When the stored records at the 记录管理 have reached the disposition stage, a "Certificate of 记录 Disposition" is mailed to the department. The "Certificate of 记录 Disposition" will indicate in the upper right hand corner the type of disposition that is to occur.

When you receive the "Certificate of 记录 Disposition", please review each entry on the certificate to insure that the records listed are in fact due for the action indicated on the certificate. If, 一切正常, please sign the "Certificate of 记录 Disposition" and return to 记录管理 at the Controller’s Office, 建筑物. 10房间149.

TO RETRIEVE BOXES OR FOLDERS FROM RECORDS MANAGEMENT CENTER

请求, for the return of records from the 记录管理 may be submitted as follows: Mail: 一个完整的d  "索取纪录表格转到档案管理. Complete one form for each file or box you are requesting. 如果请求文件或文档, be sure to include identifying information in the "Description" box. Fax: You can fax a "索取纪录表格" to 7-2884, include your name, dept. 名字,建筑物. 名字， & 房间号，分机. number, and a description of the record. Person: If picking up records in person, please call extension: 7-4432. 也欢迎上门参观. When you have finished using the records, please return them promptly. If they are to be kept permanently in the department, PLEASE, forward written notification.

If you have any questions concerning 记录管理, 请与财务总监办公室联系, Tavares山, thill@freeonlinekitchendesigntool.com, (561) 297-0311).