SPEC Kit 305: Records Management · 39
If there are charges for services, please briefly describe them. If there is a document that more
completely describes the charges, please submit it in the Call for Documents at the end of the
survey.
“[This answer only applies to the University Archives.] Pickup of archival records from offices: 1–4 boxes
$25, 5–9 boxes $50, 10–50 boxes $75, more than 50 boxes requires paying outside moving vendors.
Charge for archival boxes: $4.65 per box. If offices are unable to re-box and inventory inactive records being
transferred to the archives, they must pay for staff to do this work. Additional records management services
are only available as University Archives staff time permits (no budget for such services). Many offices utilize
outside vendors for paper records storage and confidential shredding at their own cost. Some offices have
implemented electronic document management applications at their own cost.”
“Campus units are responsible for transporting materials to the records center and for purchasing their own
boxes. In rare cases where a department has accumulated records that would consume too much of our
annual destruction budget, we have had the department pay for the destruction charge, but have arranged
services for them at our negotiated price.”
“Fee for service: $45.00 per hour.”
“Storage per Year, Retrieval Shredding/Destruction, HIPAA-Related Requests.”
“The RIM program does not charge for services provided, however units are required to use preferred vendors
and incurred charges for those services are paid by units. For example, units are required to store records in a
commercial records facility and to use secure shredding services for destruction. Both of these services have
negotiated services charges that the units are responsible for. The RIM program has applied for and received
special funding to implement training workshops. Also, special funding was received to assist units relocating
in establishing good RIM practices.”
“The surcharge for boxes is to help fund the use of our van. We use the van for transportation to our offsite
facility, picking up boxes, and delivery of materials being checked-out.”
“There is no charge billed directly from the Records Program because this offsite storage facilitation is part
of the Records Manager job responsibilities. There is a storage fee charged by the private offsite storage
company, and this is funded by each college or department that requires offsite storage. The charges cover
the pulling of the box or folder from the storage shelf, the pick up or deliver, and the replacing of the item
on the shelf. The price for handling a file folder in comparison to a box is additional. Storage costs for the
university are funded by each college or department using the facility, and this expenditure is included in the
university’s general operating budget.”
If there are charges for services, please briefly describe them. If there is a document that more
completely describes the charges, please submit it in the Call for Documents at the end of the
survey.
“[This answer only applies to the University Archives.] Pickup of archival records from offices: 1–4 boxes
$25, 5–9 boxes $50, 10–50 boxes $75, more than 50 boxes requires paying outside moving vendors.
Charge for archival boxes: $4.65 per box. If offices are unable to re-box and inventory inactive records being
transferred to the archives, they must pay for staff to do this work. Additional records management services
are only available as University Archives staff time permits (no budget for such services). Many offices utilize
outside vendors for paper records storage and confidential shredding at their own cost. Some offices have
implemented electronic document management applications at their own cost.”
“Campus units are responsible for transporting materials to the records center and for purchasing their own
boxes. In rare cases where a department has accumulated records that would consume too much of our
annual destruction budget, we have had the department pay for the destruction charge, but have arranged
services for them at our negotiated price.”
“Fee for service: $45.00 per hour.”
“Storage per Year, Retrieval Shredding/Destruction, HIPAA-Related Requests.”
“The RIM program does not charge for services provided, however units are required to use preferred vendors
and incurred charges for those services are paid by units. For example, units are required to store records in a
commercial records facility and to use secure shredding services for destruction. Both of these services have
negotiated services charges that the units are responsible for. The RIM program has applied for and received
special funding to implement training workshops. Also, special funding was received to assist units relocating
in establishing good RIM practices.”
“The surcharge for boxes is to help fund the use of our van. We use the van for transportation to our offsite
facility, picking up boxes, and delivery of materials being checked-out.”
“There is no charge billed directly from the Records Program because this offsite storage facilitation is part
of the Records Manager job responsibilities. There is a storage fee charged by the private offsite storage
company, and this is funded by each college or department that requires offsite storage. The charges cover
the pulling of the box or folder from the storage shelf, the pick up or deliver, and the replacing of the item
on the shelf. The price for handling a file folder in comparison to a box is additional. Storage costs for the
university are funded by each college or department using the facility, and this expenditure is included in the
university’s general operating budget.”
