Record Center Procedures
I. Emergency Notification Contacts
Amarillo College Police 806-371-5911
Emergency Management Coordinator 806-345-5542
Records Management Officer 806-371-5017
II. Records Center
(a) To maximize the efficient use of office space, departments should limit their filing cabinets and storage areas to Active records only. This document will assist you with the procedures for transferring, storing, and accessing inactive records at the Amarillo College Records Center.
(b) “A records center, developed pursuant to the Amarillo College records management plan, shall be under the direct control and supervision of the Records Management Officer (Minutes, 1992).” The Records transferred to the Record Center remain in the custody of the Department Head. All Public Information Requests must be serviced by the college Vice-President of Business Affairs, Terry Berg. The record center will not service public information requests for anyone else.
( c)The Records Center is located at _________S. Tyler. The College Records Management Officer along with the Records Management Committee is responsible for establishing the standards, procedures and techniques for effective management of the college’s public records. The Record Center is only authorized to accept inactive college records. The Record Center offers low-cost, high density, secure storage for college records. The Record Center is equipped with tracking software, water sprinkler system, X hour fire walls, security video, and intrusion alarm. For maximum fire protection a vault is available for storing the college’s essential and permanent records.
(d) Records Management Staff are trained to handle sensitive and confidential information. Procedures require all college personnel to sign in and out at the desk. For PCI compliance, visitors must sign in and out and will be escorted at all times while in the facility.
Records may be stored for College departments that are identified on the Retention Schedule. The records must be inactive. The records must be labeled with all the required information established on page three of this document. Duplicate copies and non-record material should be weeded out before the transfer occurs.
IV. Preparing Records for Transfer
(a) Records Management Staff will offer training on procedures for using the record center if requested. Please follow these guidelines when preparing records for transfer:
(b) Determine in advance which records are eligible for transfer by a periodic (each semester review of your departments retention schedule. Make sure the records are inactive.
You must contact Records Management staff to request labels before the boxes can be picked up.
Standard records (see next heading) boxes must be used.
V. Box Standards
You must supply your own boxes. Boxes measure 12” wide X 15” long X 11” high. Boxes must have a separate lid (no fold over lids). Used boxes are not allowed. This style box will hold letter or legal sized files.
VI. Packing Records
When packing records use the following procedures:
-Pack one record series per box.
-Records must be packed in an upright position in the order they are maintained in the office.
-All records should be in folders when possible. No hanging folders or rubber banded records will be accepted.
-Keep the filing order intact. The records must be put in order before being packed. You may not be the person who opens the box to look for the records.
-Duplicate copies, blank forms, reference copies and other non-record materials must be weeded out before transfer.
-Boxes should weigh no more than 35 pounds.
-Box hand holds should not be obstructed. Do not tape the lids to the boxes and do not tape over the hand holds. In an emergency, boxes might need to be opened quickly.
VII. Barcode Labels
Barcode Labels will be provided by the Record Center. Barcodes will be assigned to the boxes in the departments before they are picked up by Records Management staff. Department staff will order the specific number of labels needed to process the transfer. Labels are in number order and are not assigned to a specific department until the box is transferred to the record center. Barcode labels are provided in pairs. One label is to be placed on the box while the other label is to be placed on the Box Transfer Order.
VIII. Transfer Orders
Complete the transfer order completely. Questions can be answered by contacting the Records Management Staff at 371-5137 or 371-5017. The following fields must be filled out:
Record ID #
Box order __ of __ boxes.
Written description of file characteristics (optional)
Attached Barcode label
Retention Period in Years
**Remember to make a copy of this for your files once the document is filled out.
IX. Scheduling Pickup
Once the form is filled out, call or email Records Management staff at 371-5137 or email at email@example.com to arrange pick up of the boxes. Boxes will not be picked up if they are not in suitable condition (see Box Standards). No damaged, taped, overstuffed, improperly labeled boxes will be accepted.
X. Records Retrieval
Only the Records Management Officer, as designated by college policy, will be able to approve retrieval requests. Record Center staff will not be able to service Public Information Requests.
Once a valid request is made, boxes will be pulled within 24 hours.
XI. Emergency Retrieval
Emergency and after hours retrievals will be allowed with permission from the Records Management Officer. Contact Campus Police if the situation is a critical.
XII. Final Disposition
State laws and College policy dictate the circumstances which must be met before public records can be disposed. Disposition will not occur without the written permission of all three official agencies: Records Management Officer, Department Head, and the Records Management Committee. It’s illegal to dispose of public records contrary to the established procedures. For a detailed list of the Approved Disposition Procedures see _____on this web page.
These rules are subject to change without notice.