Records Storage

Part of any effective records management program is the timely disposition of records that are obsolete or past the period of their active use. When records are not yet eligible for disposal there are three primary storage options available: Departmental records storage, Contracted off-campus vendors, or the RIMS Records Storage Facilities.

Please note that for purposes of standardization, weight, and size constraints, all records, whether stored in departmental spaces or sent to storage outside of office spaces, should be packed in standard 10" x 12" x 15" Bankers boxes with lids and handles. These boxes can be ordered from the Office Depot/Office Max punch-out catalog through i-Buy (item #: P512770).

For more information about the options discussed on this page, please view the Records Storage Options document in Box.com or contact the RIMS team. When moving records to space in campus facilities, refer to the Planning a Move page for more information.

Departmental Records Storage

For departments that choose to store records in a space under their own control, the RIMS team strongly advises that they follow the storage guidelines provided on the Departmental Records Storage page of the RIMS website to ensure that the records are protected until they surpass their minimum retention period.

Contracted Off-Campus Vendors

For units that elect to store records in a vendor-provided space, the RIMS office advises that they refer to the Records Storage Options document for information about the contracted off-campus vendors used for storage near each campus.

RIMS Records Storage Facility

The Records and Information Management Services (RIMS) Records Storage Facilities provide storage, currently at no cost to departments, of inactive records that are not yet eligible for disposal. The facilities are available for use by any unit at any university of the University of Illinois System.

Our shelving units require the use of 10” x 12” x 15” Bankers-style boxes such as item P512770 available from Office Max through iBuy. Copier paper boxes or 24” long boxes should not be used. When placing files in the boxes, be sure to leave adequate space, approximately the width of two to three fingers, to allow for easy removal of folders. Because they may be eligible for immediate disposal, please contact RIMS if the files consist primarily of print copies of scanned or electronic documents or documents also held by another office.

To request that inactive records be stored in one of the facilities:

  1. Complete an inventory with a description, date range, and a number assigned for each box. Submit it to RIMSgroup@uillinois.edu. That information will help us track and locate the box should you need to retrieve a file in the future, as well as to facilitate records disposal requests.
  2. RIMS will create and send bar-coded labels via campus mail.
  3. Apply the label on the appropriate box just below the handle, then schedule the movers.
  4. RIMS will receive delivery on the date of the move and confirm so via email.

Because the Records Centers are not staffed full-time, we request that moves be scheduled at least a week in advance to ensure that someone from RIMS is available to receive the boxes. To retrieve boxes from the facility, contact the RIMS office to arrange the retrieval. Please allow at least a week for retrievals as well.

When the materials have surpassed their required retention, RIMS will contact you to confirm that the records may be disposed of via the State-approved method. There may be a cost to securely destroy the files.