Archive Services

Use the Request for Archive Services Form to:

• Send new records to offsite storage
• Retrieve records from offsite storage
• Return records to offsite storage

Procedure for Archive Services relating to offsite records storage
Storage of New Records

1. Order Archive Boxes and Bar Code Labels from General Stores
2. Authorized departmental requestor completes the required fields on the Request for Archive Services Form requesting that new records be transferred to offsite storage
3. Record types should not be co-mingled in one box but should be grouped together by record series code
4. Completed Form is e-mailed to: recordsmgmt@umdnj.edu
5. Logical Source picks up the boxes at the department’s location
6. Logical Source enters the information pertaining to the new boxes in their WebConnect online inventory system
7. Authorized departmental users can access WebConnect to review and confirm their inventory has been updated

Instructions for form completion to Store New Records

To store new records the authorized requestor must complete all the required information on the Request for Archive Services Form

1. Check the box “New Storage”
2. Department Number
3. Total number of Boxes (or Files) being sent to offsite storage
4. Indicate Y or N for “Index File Level” to note if these boxes should be Indexed by each individual file within the box (additional charge)
5. Indicate Y or N for “Files to Scan” to note if the files in these boxes should be scanned at the file level into Logical Source’s document management system (Silo) for electronic view/retrieval
6. Barcode Number(s)
7. Description
8. Date Range
9. Content Range (for example, A - F)
10. Record Series Code (from the NJ State Record Retention schedule - http://www.umdnj.edu/complweb/record/schedules/index.htm)
11. Review Date (Date records should be reviewed for possible disposal per the record series code found in the NJ State Record Retention - schedule http://www.umdnj.edu/complweb/record/schedules/index.htm)
12. Authorized Requestor Name
13. Department Name
14. Address (including building and room number)
15. Campus
16. Telephone Number (including area code)
17. Date Requested

Retrieval of Stored Records

1. To retrieve records from offsite storage, the authorized requestor must complete all the required information on the Request for Archive Services Form
2. Completed form is e-mailed to: recordsmgmt@umdnj.edu
3. Data Control enters the request in WebConnect
4. Logical Source delivers the boxes to the requesting department
5. In WebConnect, Logical Source records the boxes’ status as “O” to note they are checked out of inventory
6. Authorized departmental users can access WebConnect to review and confirm their inventory has been updated

Instructions for Form Completion to Retrieve Your Records

To retrieve records the authorized requestor must complete all the required information on theRequest for Archive Services Form

1. Check the box “Retrieval”
2. Department Number
3. Enter the total number of Boxes or Files being retrieved
4. Box Number (Note – if retrieving a Box only, then no description is required, only the Box number. If retrieving a File, then indicate the Box number and Patient or File name in the description field.)
5. Description
6. Type of Delivery:
   - Standard next day delivery, the authorized requestor must submit the Request for Archive Services Form no later then 3:30 pm. Requests received after 3:30 pm will be processed with the following business day’s activity
   - Rush - same day delivery
   - Emergency - two hour delivery
7. Authorized Requestor Name
8. Department
9. Address (including building and room number)
10. Campus
11. Telephone number (including area code)
12. Date requested

Return of Retrieved Records

1. To return previously retrieved records to offsite storage, the authorized requestor must complete all the required information on the Request for Archive Services Form
2. Completed form is e-mailed to: recordsmgmt@umdnj.edu
3. Logical Source picks up the boxes at the requesting department and returns them to offsite storage
4. In WebConnect, Logical Source records that the boxes have been returned by changing their status to “I” for in inventory
5. Authorized departmental users can access WebConnect to review and confirm their inventory has been updated

Instructions for Form Completion to Return Your Records to Offsite Storage

To return records previously retrieved, the authorized requestor must complete all the required information on the Request for Archive Services Form

1. Check the box “Return”
2. Department Number
3. Total number of Boxes or Files being returned
4. Authorized Requestor Name
5. Department
6. Address (including building and room number)
7. Campus
8. Telephone number (including area code)
9. Date requested

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