The purpose of archival record storage is to ensure that essential College records are retained for legal or historical purposes according to the retention guidelines adopted by Ithaca College. Archive storage space is limited; therefore, campus departments should not store any non-essential and duplicate documents in the archives.
Offices are strongly encouraged to convert (scan) hard copy records into digital format.This eliminates the need for physical storage space, provides security of back-up files, and allows offices 24/7 access to their own historical records.
Preparing your paper records for archival storage
- Determine which records should be archived and how long these files must be kept. Consult the Record Retention and Disposition Policy section of the Ithaca College Policy Manual for complete details.
- Assign the destruction dates and box numbers using your own department's numbering system. Keep an accurate record of your archived box numbers, destruction dates, and the contents of each box.
- Remove ALL hanging folders and all plastic (non-paper) folders, binders, etc. (staples and paper clips are okay) from the archive storage box. Archive boxes should contain paper and manila folders only.
- Create your box labels using this label template and instructions.
- Affix label to the front of your box using clear shipping tape.
- Complete the Request to Send boxes to Archival Storage form.
Questions? Contact Cheryl Boyer at 4-3220.