Requesting and Returning Records from the
Record Center
Box requests must be submitted by the Record Coordinator of
the Division that owns the box/records. If you need to work with a box that is
owned by another division, ask that division’s Record Coordinator to enter the
request on your behalf. If the Record Coordinator is not available; please
contact the Records Management Officer
1.
Record Requests will be made at a box level only. If you need
a particular folder that is stored at the Record Center, the request will be
made for the box that contains the folder.
2.
Record
Coordinators must submit box requests via the Borough’s records management
software, Content Manager.
3.
Record
Requests must be submitted by noon each Monday to be delivered the following
Tuesday morning (next day).
4.
For
emergencies, contact the RMO and state your emergency. Requests will be
processed as soon as possible.
5.
In
Content Manager, Right click the box you want to request
a.
Select
Requests, and then Add Request.
b.
The
dialog shown below will appear. Click OK.
6.
Do
not change the date required
7.
At
this point, the request has been sent to the CM database administrators (the
Records Management Division). Records Staff will request the box from the
Record Center in the next regular order.
8.
The
RM team will generate a Box Request Form and assign an action tracking process
in CM for you to sign to complete your request.
9. Once
the box arrives on site, Records staff will contact the requester to arrange a
time for the Record Coordinator to receive the box.
a. The standard time for
Record Coordinators to receive boxes is Tuesdays between 2:30 and 2:45 p.m.
Records staff will only be present at that time if a pickup/delivery
appointment has been scheduled.
b. The pickup location
is in the Records Staging Area, on the lower level of the DSJ between the Lower
Level Conference Room and Accounts Payable.
10. Records Staff will
update the Assignee field for the box in Content Manager indicating the box is
now located in the Division.
11. The requesting party
has 90 days to return the box before it will be considered overdue. If the box
is still needed after 90 days, it will be made Active and “permed out” of the
Record Center so that storage fees no longer apply.
12.
If changes are needed to a box from the Record Center, enter
a Help Ticket asking that Records staff update the boxes’ access and
disposition settings to allow your work. (Records stored at the Record Center
have had these settings configured to prevent any changes to the records.)
13.
If
the box was requested on behalf of staff in another division or department, it
is strongly recommended that, as Record Coordinator, you retain the records in
your possession and allow the other staff member to view the records or make
copies under your supervision. This helps to ensure that the box and its
contents will be returned to the Record Center intact when all work is done.
14.
In
the above scenario, the Record Coordinator is responsible for
a.
Receiving
the box when it arrives from the Record Center
b.
Coordinating
use of the box with the other party, and
c.
Returning
the box to the Record Center. The user who initiated the requests is
responsible for destroying any copies once the administrative need has been met
and ensuring that copies are not retained longer than stated in the retention
schedule.
15.
When
there is no longer a need for the box on site
a. The
Record Coordinator will send an e-mail to Borough.Records.Division to notify
them of the box (or boxes) being returned and request a meeting time.
b. The
Record Coordinator will prepare a Records Transfer List according to the
procedures on the Records Management Training Page and begin the action
tracking process to obtain signatures.
16.
Ensure that the box return criteria are met. If these
criteria are not met, the box will be rejected and returned to the Record
Coordinator.
a.
Each
folder must have the correct Content Manager labels.
b.
The
box must be a standard banker’s box in good condition: 1.2 cu. ft., 12”x 15”x
10.”
c.
The
box must not weigh more than 25 lbs.
d.
There
must be at least three inches of extra space in each box for sorting through
folders.
e.
Each
box must have a large-print label referencing the borough’s box number in CM.
f.
Each
folder in the box must have a current CM label listing the Record Number and
Title.
g.
Records
must be sequenced in the box in the same order they are listed on the Record
Transfer List accompanying the box. This is important because this listing will
be reviewed item-by-item by the Record Coordinator and Records Staff before the
box is accepted.
17.
At the designated meeting time, transport the box to the
Record Staging Area.
18.
The
standard meeting time for receiving boxes being returned to the Record Center
is Tuesday from 2:30 pm and 2:45 pm.
19.
The
standard meeting location is the Record Staging Area on the lower level of the
DSJ building, between the Lower Level Conference Room and Accounts Payable.
Records staff will only be present at that time if a pickup/delivery
appointment has been scheduled.
20.
When
delivering boxes for transfer to the record center, you will work with Records
staff to compare the folders in the box to the folders listed on the Records
Transfer List, to verify that all folders are accounted for.
21.
If
the physical contents of the box are different than those listed on the Records
Transfer List, the box will not be accepted for transfer. The Record Coordinator
will need to resolve the issue and schedule the return for another day.