1. Hardcopy Records, disposal, storage, and preservation.
RIMS
Brent West
Jordan Phoenix
Rich Gegg

2. 2014 Survey of all campus BMGs

3. Could your current storage solution use some improvement?

4. First Steps
Understand that you can and should dispose of documents after their business use has ended and their minimum retention has been met
“I might need this, it may be useful in the future” is a noble sentiment but it can lead to serious issues

5. The consequences of over-retention

8. State Records Disposal Process
Fill out General Records Inventory form
Submit form to RIMS
RIMS fills out and submits State forms
RIMS receives State permission for disposal
(Typically days)
RIMS notifies department of approval
Department makes arrangements for disposal

9. What if I can’t dispose of my records yet?
Continue to store them inside the department
But we don’t have any more space/we are moving!
Transfer the documents to the RIMS records facility

10. How much will that cost us?
RIMS records facility storage is a no cost service
Moving fees apply when using Campus Movers
Campus Movers can be booked using the my.FS portal

11. Can I just scan it all? Scanning is expensive ($200+ per box)
Bulk scanning with reliable results is not easy
Most inactive records are rarely accessed

12. What Records can I Transfer?
Documents that are inactive and are not needed for current unit business
Documents that are University records
Documents that have not yet surpassed their minimum required retention

13. Transfer Process
Put the records in standard banker boxes (if not already)
Available from Office Max through i-Buy item #: P512770

14. Transfer Process Create inventory list of boxes
Send inventory list to RIMS
Contact campus movers and coordinate with RIMS to set move date and time

15. RIMS Records Facility Located on campus 2,880 box capacity
Designed to moderate temperature and humidity
Secured against unauthorized access

16. RIMS Records Facility

17. Accessing documents in the records facility
Department contacts RIMS to request required file
File will be retrieved and made available within 3-5 business days

18. What the record facility is not
A place to store active records
A place to store equipment or supplies
A place to house Archival materials

19. Thank you
go.uillinois.edu/rims