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Identify temporary
non-active records eligible for records management.
- Active and vital records should
remain with you.
- To learn more about which
records are eligible, contact the Records Manager,
or refer to the Commonwealth of Virginia's General
Schedules for state records management guidelines.
Contact the Records Manager
to obtain free records center boxes and
box labels.
- For satety reasons, records
center boxes (pictured, left) are the only type of boxes in which
records can be stored in the George Mason University Records Center.
- Please do not use any other
type of boxes such as boxes without lids, smaller boxes, or larger
boxes, including moving boxes. Non-standard boxes will be returned to
you to re-pack.
Fill the boxes:
- Place records (legal or
letter-sized) in the record center boxes.
- Remove records from your filing
cabinet or filing system by category. You may place more than one
category of records in a box.
- Please weed out duplicate
papers unless there is a compelling reason to keep copies.
- Do not include nonrecord
materials such as magazines, reference books (including software
manuals), newspapers, blank forms, excess stock of publications, or
other non-GMU items.
Label the boxes
- Prepare a label for each box.
Include date ranges on the labels. Make sure the box label is complete
so your request can be processed promptly.
- A sample completed box label is
available in
PDF.
- Make a total of three sets of
the box labels:
- One set to attach on the boxes
- A second set to forward to
Records Management, and
- A third set to retain for your
records.
After creating the three
copies of the label for each box:
- Affix one of the box labels to
one of the short sides of the boxes (12.5” x 10”
side) so that the labels will be clearly visible when the boxes are
stacked in the Records Center.
- Mail one copy of the completed
box labels to: GMU Records Manager, at MS 2FL, or fax to the attention of the Records
Manager at: 3-8911.
- When you call, email, or fax
Records Management to request box pickup, be sure to note:
- Where the boxes are
located: building and room number,
- If there are any special
rules governing any of the records, such as access restrictions, the
Privacy Act (FERPA), or considerations such as federal or special audit
requirements that may require retention of the records for longer than
usual, and
- The name, telephone
number, and e-mail address of a contact person in case there are any
questions.
- If you have an inventory,
listing, or spreadsheet of the box contents, please forward a copy
along with the box labels to the Records Manager.
After all information is received,
the Records Manager will make arrangements for RM staff or Physical
Plant staff to transport the boxes to the GMU Records Center. If you
are requested a large volume transfer and have provided your e-mail
address, a copy of the work order will be e-mailed to you from Physical
Plant.
For additional
information:
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ITU | University Libraries
| Special Collections & Archives
| Records
Management
Fenwick Library, Room C204. MSN 2FL.
TEL 703.993.2201. FAX 703.993.8911.
Email
Last updated: May 2008
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