Step 1: Prepare Your Records for Long-Term Storage
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Organization and Labeling:
Okanagan College material submitted to long-term storage first requires organization by material type, retention date and then correct labeling/indexing for future retrievals.
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Box Specifications:
Separate boxes are required for paper versus other media such as CDs, DVDs, and VHS tapes. Standard "banker" boxes (10 x 12 x 15) should be used.
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Retention Periods:
Most material sent to long-term storage has a retention period from 1 to 7 years and is destroyed at the end of that time. Certain archival records must be maintained indefinitely. Refer to the Records Classification Manual online or contact Ryan Ebner, Manager, Software and Support Services if you require assistance determining a retention period.
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Labeling and Forms:
Use OC Labels and Iron Mountain Transmittal Sheets. Follow instructions for labeling boxes and completing forms.
OC Labels
*Please do not order these on your own. They must be ordered by IT in order to avoid duplicates.
White Copy: Tape the white copy to the inside of the box lid, and write the OC Box Number on each side of the box in black marker.
Yellow Copy: Send the yellow copy to IT Services, Attn: Records Storage, L104, KLO.
Pink Copy: Retain the pink copy for your records.
Iron Mountain Transmittal Sheet
Customer ID = KLO12
Customer Name = Okanagan College
Department ID = O College
Customer Box Number = get from the OC Storage Label
*Add your name, the date and your phone number at the bottom.
Bar codes
Stick the smaller white portion of the bar code on the Transmittal sheet, and the blue portion on the side of the box (see transmittal sheet image).
*Note: To obtain more OC labels, or Iron Mountain Barcodes and Transmittal Sheets, submit a Service Request.
Step 2: Sending Your Records to Long-Term Storage
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Submission Process:
Submit a Service Request via IT Services. List OC Box numbers in the request details.
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Instructions:
Ensure Transmittal Sheet is with the boxes. Follow additional instructions for specific locations.
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* PENTICTON, VERNON, SALMON ARM Clients * Please arrange to have Central Stores deliver your Storage Boxes, Transmittal Sheet(s) and Yellow OC labels to IT Services, KLO, L104 on their scheduled truck run.
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Processing:
IT Services enters data into OC's Document Imaging system. Boxes are scheduled for pickup by Iron Mountain
Step 3: Retrieving Your Records from Long-Term Storage
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Submission Process:
Submit a Service Request via IT Services. List OC Box numbers in the request details.
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Delivery Process:
IT Services schedules delivery of your boxes. Submit another Service Request to return boxes to storage.