Files that are determined to be records and can be sent to
off-site storage (Iron Mountain) should be:
- Removed from pendaflex (hanging) folders.
- Arranged so that similar files (content, date range) are kept
together in a box.
- Placed in Iron Mountain records storage containers provided by
Records Management (with bar-coded label visible on exterior of the
box), leaving enough room so that you can place your fist between
the files and the box wall (i.e. not tightly packed).
- Each container's contents must be entered in a Microsoft Access
table and emailed to the Records Manager. The table must contain
the following fields; Iron Mountain Box #, Folder Description, Date
Range, Destruction Date, Comments, and any other fields that
reflect the uniqueness of the department. (One size does not fit
all). A sample table appears below:
