All about THE BOX

Records must be packed in a standard storage box (10" x 12" x 15") with a lid that fits securely. Boxes may be ordered from Office Depot or you may request used boxes from us (limited quantities).

What should be noted on the box (short end):

  1. Box number (assigned by your department)
  2. Department name
  3. Any additional information which your department needs to identify the box contents


We usually have recycled boxes that can be reused for storage. Give us a call at 543-0573 to inquire about availability.

Storage Requirements & Procedures

Boxes must meet the following criteria to ensure pick-up:
  • Boxes must weigh no more than 30 pounds and should be at least half full.
  • The box lid must fit firmly - do not include hanging files or place ring binders on end.
  • Do not attach labels, "Post-It Notes" or tape to the box.
  • Label one short side of the box using a permanent marker. Include Box Number (usually sequential 1, 2, 3, etc), Department/Office Name and Record Series Title.
  • Do not rewrite the new box information over the old information. Mark out the old information with a permanent marker. Write on the clean side of the box. 
  • Pack records with significantly different retention periods and/or inclusive dates in separate boxes.
  • Only records which have more than 6 months remaining on their retention period can be stored in the University Records Center. 
  • All records must correlate with a Record Series on an up-to-date and approved Records Retention Schedule. Visit the Departmental Retention Schedule search page or call us at 543-0573 to determine if your office needs to update their schedule.
  • Storage requests must be submitted via the Storage Request Form. E-mail the completed form, in Excel format, to

Keep a copy of the completed form for your records. Once we have received and processed your request we will contact you to arrange a pick-up time. After the boxes have been shelved in the URC you will receive an Accession Confirmation which lists the ID numbers assigned to your boxes. File this with your copy of the storage request. You will need to reference these ID numbers whenever you retrieve records.