The Records and Archives Office (RAO) utilises a number of on site and off site storage locations to house thousands of boxes containing inactive records and archival records.
The boxes and items within them are stored for the periods as required by approved disposal authorities, where at the time an item is due for destruction the items are listed and the approval process for destruction begins.
The RAO provides central inactive records and archival storage services to all areas of the University and covers the cost for that storage. However costs for consumables (e.g. boxes) to store records must be covered by the respective areas. Areas must use the box order form to order boxes.
All requests for lodgement, retrieval or return of boxes must be coordinated through the RAO. Both Site Services on campus and the external supplier have been instructed not to take lodgements or requests from other departments on campus. This will ensure we have an accurate account of what records are stored in the various storage locations, enable us to track the location of boxes that have been removed from storage, minimise duplication and premature destruction.
In most cases requests are honoured within a 48 hour time period, however unforeseen delays may occur and if this does happen departments will be notified.
Lodgement of boxes for storage must be coordinated through the RAO Online Archives Submission System, any items not processed through that system will not be accepted and will be returned to the Business Unit. Also only when arranged by the RAO will boxes be moved to the on campus or of site storage areas.
