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File and Document Storage

  • Please complete all department information on the Department Information Sheet .

    File Preparation

    • Please be sure that your files are in a file storage box or an equivalent container (available in the Central Storeroom).
      • Material 14382—Box, storage; legal size
      • Material 14383—Box, storage; letter size (recommended for excellent storage)
      • Material 14443—File Storage, letter size (drawer-style box)
    • All boxes must be labeled with a brief description of what is in the box. This is the information that will be entered into our file storage database. Note: It is essential for tracking purposes that your report match the label on the box exactly.
      • A label maker is available for your use if you do not have one available. Please contact Michele Fatora at x7-4074 ( Michelet@iup.edu).

    Once the Files Are Ready

    • Please e-mail Michele Fatora ( michelet@iup.edu) with the following information:

      • Your name

      • Telephone number

      • Location of the boxes

      • Best time to have the boxes picked up

      • The number of boxes you will be sending down (We will either send a driver to get them or place a work order to have them delivered, depending on the number of boxes.)

        • A work order will be entered; the Central Storeroom will pick up and transport the boxes to be stored to the appropriate area in Robertshaw.

    Once We Receive the Files

    • Each box will be assigned a number and address.
    • The description and box number will be entered into the file storage database.
    • All files will be stored in a designated file storage area of the Central Storeroom.

    Report Information

    • Once all files have been stored, a copy of the report for your department will be sent to the contact person listed on the information sheet.
    • At any time, you may request a copy of this report.

    Incoming and Outgoing of Files

    • When you request a box be sent to you:
      • Contact Michele Fatora, x74074 ( Michelet@iup.edu)
      • Include your name, department, and location to where the box should be delivered.
      • Include the information from the report pertaining to the box you would like:
        • Box number
        • Storage location
        • Description of files
    • When you are finished, you can have the box sent back down to be placed back in storage.
    • Each time a box is removed or returned, the database is updated with the date and name of requestor.
    • You may also come to the storeroom to review your files in storage.

    Disposal

    • Disposal of files will be done according to the disposal information provided on the information sheet.
    • Department contact will be notified one week prior to the actual disposal of an item in storage. The contact will be asked for confirmation of the disposal.
    • If you do not want the files to be disposed of, please indicate this on the information sheet.