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Rate Schedules

Records Retention Guidelines

HOW TO:

• Become a Customer

• Store Records

• Retrieve Records

• Return Records (Refiles and Interfiles)

• Destroy or Dispose of Records

The University Records Center (URC) provides secure, low-cost, and convenient storage for University records which must be retained to meet legal, fiscal, administrative or historical requirements.

By using the URC for storage of inactive and semi-current records, departments achieve three important records management benefits:

• improved efficiencies
• significant savings in records storage costs
• the extraordinary convenience of assured retrieval of records just a telephone call away.

Office space is too expensive to be used for the storage of inactive records which can be stored off-site for much less. The reliability of our service has impressed and pleased our customers. Since the URC was opened in September 1986, 300 University offices and cost centers have become customers.

The University Records Center offices and principal storage facility are located at 4015 Walnut Street. A second building, located at 5001 Lancaster Avenue, provides additional storage capacity. Both buildings are equipped with fire detection and suppression systems, perimeter security systems and year-round temperature control systems.

The Records Center stores those business, academic, historical and medical records which must be retained, but which are no longer needed in the office on a day-to-day basis. The University Archives, located in the North Arcade of Franklin Field is the University's repository for historically significant materials. The University Archives is an academic support center, where students, faculty, and the scholarly public conduct research. Together we are the University Archives and Records Center (UARC).

The University Records Center storage facilities contain wall to wall, floor to ceiling shelving. The shelves are configured to accept only standard records center boxes: 12" (the length of a letter size file folded) x 15" (the length of a legal size file folder) x 10" high (the height of a file folder). If you have records of a different size, please contact the Records Manager before establishing an account.

Records stored at the URC remain under the control of the depositing department. Access to records is limited to members of the department chosen by the department's management. Each department using the URC facility receives a unique access authorization code (customer code) from the URC. This customer code is necessary for all requested services from the Records Center.

The University Records Center is a cost recovery operation and therefore charges for storage, supplies, and services. Billing is accomplished by journal entries through the Office of the Comptroller at the end of each month to a budget of the customer's designation. Health System customers are billed through the Interfund. Each customer receives a monthly accounting itemizing all charges for that month. The Rate Schedule lists the services the URC provides and the rates in effect for the current fiscal year.