The Archives Department is unable to provide records management services or storage for inactive university records scheduled for temporary retention. To assist campus units in managing these records, 51ÁÔÆæ has contracted with C.H. Coakley, a commercial vendor that specializes in secure records storage, efficient and reliable records delivery, and confidential records destruction. Coakley is the only commercial vendor approved by 51ÁÔÆæ. Campus units may establish individual accounts with Coakley. Contact 51ÁÔÆæ’s Procurement Office for information about current fees and service charges.
To facilitate transferring records to Coakley, Campus units should take the following steps:
- Make sure the records are inactive (i.e., no longer consulted by your campus unit on a regular basis).
- Identify the records retention schedule(s) that covers the records in question. Records sent to Coakley should still be in their retention period or otherwise still needed by your office.
- Create an inventory of records to be transferred to off-site storage. Depending on your usage needs, this may be a folder-level inventory or a box-level inventory.
- Label your boxes appropriately. See the Boxing and Labeling guidelines for more information.
- Once you have completed the above, contact Purchasing for next steps.