Record Storage Facility

Paper records require a large amount of physical space for storage, this in turn has impacts on the available office space and requires ongoing maintenance to ensure that records are kept for the correct amount of time.The KMC records store has been at capacity for a significant amount of time. The long term future of this storage is also unknown at this point and so the KMC archive should no longer be considered a long term storage solution.In light of this a revised process for any paper materials that either have 

•  A defined legal or statutory requirement to be kept or

•  Very clearly articulated business need, is required.

By following this procedure we can continue to provide a long term cost effective storage solution for the University, whether this be through limited onsite storage, paid for offsite storage or bulk scanning.

Please carefully read the Onsite Archiving Deposit Procedure Guide (updated 2023), this will provide an outline of what can be stored within the Record Storage Facility.

The facility is able to accept the following types of content for archiving, which have a retention period of three years, or more:

• Alumni Records
• Buildings and Maintenance Records
• Finance Records
• Governace Records
• Research Records
• Staff Records
• Student Records

Please check the data retention policies section for information relating to how long records should be held for. Any content showing a retention period of less than three years from the UoN Records Retention Guide should be stored locally within your department.

• Records being sent to storage are listed in the UoN Records Retention Guide and you know the relevant UID number (found in column K of the guide)
• Record boxes must have a destruction date assigned and you approve for the record to be destroyed at that date.
• Records are appropriately boxed in a suitable archive storage box with Lid - Suggested product:
  Amazon - Bankers Box (Pack of 10) - product reference B000JTOX2S (Grey) or B00AZUV2QQ (Blue)
  Banner UK - Fellowes Heavy Duty Bankers Box (Pack of 10) Product reference 0402953

 

The sender completing the submission form is responsible for keeping a secure list of box numbers and contents. This will enable box return and successful communication with the archive department, if required.

Please be aware before starting a new submission form, that you have read and that you understand the importance of the universities data retention policies for specific types of contents. This information can be found on the Information Security & Compliance pages, under Records Management.

Onsite Archiving Deposit Procedure Guide (Updated 2023)

Records Management Policy

UoN Records Retention Guide

The above information will help you ascertain the correct storage timeframe for your specific content. Please contact the Information Compliance Team if you are unsure.

Amazon - Bankers Box (pack of 10)
Product reference:
B000JTOX2S (Grey)
B00AZUV2QQ (Blue)

Banner UK - Fellowes Heavy Duty Bankers Box (pack of 10)
Product reference:
0402953

Once you have completed your submission form you will receive your labels by email. Please print and cut into three separate labels and securely attach one label to both of the narrow sides on the outside of the box, and place the third label loose inside the box on top of any content.
 
Please also clearly write your box reference in marker pen onto one of the longer sides of the box please.
 
Finally, if you are not delivering the boxes to us at the Record Storage Facility KMC (Transport & Logistics Office), please submit an Estates Helpdesk request, asking for Transport and Logistics to collect the boxes. This can be done via the following link: Estates Helpdesk

To request the return of your record boxes please complete the archive return form, quoting your re-delivery address details. Record Review and Return Form

For assistance in completing the form please contact us at archive@nottingham.ac.uk

Total storage costs for the retention period of your record box will be charged to your project code on receipt of the box into our record storage facility.

An example of fees to store a single box for the minimum of three years:

£5.00 per annum (August to July)

£10.00 one-off handling

Total storage cost = £25.00

There is a potential for scanning records, this would need to be outsourced with an approximate cost of £150 per box. If you would like more information of how to do this, please contact us at archive@nottingham.ac.uk

If you wish to make any changes to a record box that you have stored within the facility, this could be a change or addition to the content to the box, or a change to the destruction date, please contact us at archive@nottingham.ac.uk