Paper Storage
STORING YOUR PAPER RECORDS WITH NATIONAL RECORDS MANAGEMENT
It is important to prepare your documents for storage. There are steps that we require before your documents arrive at our facility that will help us store your files in the most efficient way. These methods include:
- IDENTIFYING the records you need to have stored. Please place your files in cartons, preferably 15”x12”x10” records cartons. Files should be packed neatly with enough space to close the carton and not exceed 30 lbs. Please do not pack the cartons too tightly.
- PLACING a bar code label on each carton or in a location that can be seen by our team.
- PREPARING a “Record Transmittal Form” and have it delivered to our facility with your carton of files. You can also use our InfoKeeper (link to the InfoKeeper site) for a virtual form. The information you provide helps us to track your materials in our database.
- NOTIFYING the National Records Management team of the number of cartons that are ready to be stored. We will schedule a pickup to place the cartons into our inventory.
Recalling Your Records
As we maintain confidentiality with your documents, we will also release information to you upon your request. There are two ways to get your files delivered for your needs:
- Call, fax, or email your request to us with your company name, account number, your name, and the NRM barcode number for the files you need. Please specify whether you prefer normal or rushed delivery.
- Our NRM representative can either make a delivery to your location or set up a time for you to pick up at our location. If you prefer to pick up your documents, please let us know in advance so we can have the documents ready.
Destruction of Records
AUTHORIZATION is needed before National Records Management will move forward with the destruction of files or materials. We require a written request to destroy records along with a letter of certification that will be sent to your office for confirmation.