SPEC Kit 305: Records Management · 57
19. On average, how many checkout requests are processed each year? Are records required to be
used onsite? N=18
Requests Used onsite? Comments
No Don’t have checkout figures.
No One may use the records at the vendor site or have them delivered to their office.
2 No
75 No
150 No
170 No
225 No
900 No
1400 No Generally records are used in originating offices. We do have a small reading room facility
where staff from originating offices can work with their records. On rare occasions, public
researchers have worked in the reading room, using records with the permission of the
originating office. We are not staffed, however, for routine supervision of the reading
room, so such special arrangements are disruptive and rare. We do transmit records via
telefacsimile upon request by the originating office.
2770 No Only the originating office can use records offsite. Other individuals must view records
onsite.
Yes
Yes Requests for Special Collections or University Archives records are not tallied separately.
10 Yes
12 Yes
100 Yes
300 Yes There are two scenarios which apply here. The first is in relation to the offsite storage
files in that an office which is storing their files offsite can request directly for retrieval of
these files. These records are almost always non-permanent and either haven’t met their
retention or the office wants to maintain them past the retention but doesn’t have the
campus space. Only new transfers and destruction are handled by the Records Manager.
The second scenario applies to the permanent collections which are located at the offsite
storage facility. These collections are accessions of Special Collections and University
Archives, and are part of the Archives. The division operates a reference desk which
handles the bulk of the requests for permanent and/or historical collections. The general
public, which includes any staff member on campus, can request via the reference desk,
boxes or folders from the offsite storage facility. This request is sent to the Records
Manager to facilitate, and these particular collections are required to be used onsite.
335 Yes
1200 Yes
19. On average, how many checkout requests are processed each year? Are records required to be
used onsite? N=18
Requests Used onsite? Comments
No Don’t have checkout figures.
No One may use the records at the vendor site or have them delivered to their office.
2 No
75 No
150 No
170 No
225 No
900 No
1400 No Generally records are used in originating offices. We do have a small reading room facility
where staff from originating offices can work with their records. On rare occasions, public
researchers have worked in the reading room, using records with the permission of the
originating office. We are not staffed, however, for routine supervision of the reading
room, so such special arrangements are disruptive and rare. We do transmit records via
telefacsimile upon request by the originating office.
2770 No Only the originating office can use records offsite. Other individuals must view records
onsite.
Yes
Yes Requests for Special Collections or University Archives records are not tallied separately.
10 Yes
12 Yes
100 Yes
300 Yes There are two scenarios which apply here. The first is in relation to the offsite storage
files in that an office which is storing their files offsite can request directly for retrieval of
these files. These records are almost always non-permanent and either haven’t met their
retention or the office wants to maintain them past the retention but doesn’t have the
campus space. Only new transfers and destruction are handled by the Records Manager.
The second scenario applies to the permanent collections which are located at the offsite
storage facility. These collections are accessions of Special Collections and University
Archives, and are part of the Archives. The division operates a reference desk which
handles the bulk of the requests for permanent and/or historical collections. The general
public, which includes any staff member on campus, can request via the reference desk,
boxes or folders from the offsite storage facility. This request is sent to the Records
Manager to facilitate, and these particular collections are required to be used onsite.
335 Yes
1200 Yes
