{"id":32862,"date":"2022-05-12T14:31:45","date_gmt":"2022-05-12T19:31:45","guid":{"rendered":"https:\/\/uwm.edu\/libraries\/?page_id=32862"},"modified":"2026-03-23T14:15:30","modified_gmt":"2026-03-23T19:15:30","slug":"off-site-records-storage","status":"publish","type":"page","link":"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/off-site-records-storage\/","title":{"rendered":"Off-Site Records Storage"},"content":{"rendered":"\n<div class=\"uwm-l-row uwm-l-row--3\">\n<div class=\"uwm-l-col\">\n<p>The Archives Department is unable to provide records management services or\u00a0storage for inactive university records scheduled for temporary retention. To\u00a0assist campus units in managing these records, 51ÁÔÆæ has contracted with C.H. Coakley, a commercial vendor that\u00a0specializes in secure records storage, efficient and reliable records delivery,\u00a0and confidential records destruction. Coakley is the only commercial vendor\u00a0approved by 51ÁÔÆæ. Campus units may establish individual accounts with Coakley. Contact 51ÁÔÆæ\u2019s <a href=\"https:\/\/uwm.edu\/purchasing-payables\/\">Procurement Office<\/a> for information about current fees and\u00a0service charges.<\/p>\n\n\n\n<p>To facilitate transferring records to Coakley, Campus units should take the following steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Make sure the records are inactive (i.e., no longer consulted by your campus unit on a regular basis).<\/li>\n\n\n\n<li>Identify <a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-schedules\/uw-system-record-schedules\/\">the records retention schedule(s)<\/a> that covers the records in question. Records sent to Coakley should still be in their retention period or otherwise still needed by your office.<\/li>\n\n\n\n<li>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.<\/li>\n\n\n\n<li>Label your boxes appropriately. See the <a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/boxing-and-labeling-physical-records\/\">Boxing and Labeling guidelines<\/a>&nbsp;for more information.<\/li>\n\n\n\n<li>Once you have completed the above, <a href=\"https:\/\/uwm.edu\/purchasing-payables\/\">contact Purchasing<\/a> for next steps.<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-32529\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/libraries\/archives\/\">Archives Department<\/a><\/div><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/about-the-archives\/\">About the Archives<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/events-and-exhibitions\/\">Events and Exhibitions<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/research\/\">Research<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/services\/\">Services<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/instruction\/\">Instruction<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/genealogy-2\/\">Genealogy<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/\">Records Management<\/a><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-schedules\/\">Records Schedules<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-management-forms\/\">Records Management Forms<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/records-management-education\/\">Records Management Education<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/\">Guidelines, Laws, and Policies<\/a><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/records-responsibilities-of-uwm-staff\/\">Records Responsibilities of 51ÁÔÆæ Staff<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/boxing-and-labeling-physical-records\/\">Boxing and Labeling Physical Records<\/a><\/li><li><a class=\"current\" href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/off-site-records-storage\/\"><span aria-current=\"page\">Off-Site Records Storage<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/confidential-shredding\/\">Confidential Shredding<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/electronic-records\/\">Electronic Records<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/e-mail-management\/\">E-mail Management<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/guidelines-laws-and-policies\/vital-records\/\">Vital Records<\/a><\/li><\/ul><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/records-management\/archives-transfers\/\">Archives Transfers<\/a><\/li><\/ul><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/giving\/\">Giving<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives\/ask-an-archivist\/\">Ask an Archivist<\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":29,"featured_media":34223,"parent":32859,"menu_order":182,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","uwm_wg_additional_authors":[23500]},"class_list":["post-32862","page","type-page","status-publish","has-post-thumbnail","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - 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