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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.
  • Central Stores
  • Robertshaw Building
    650 South Thirteenth Street
    Indiana, PA 15705
  • Phone: 724-357-4074
  • Fax: 724-357-2515
  • Office Hours
  • Monday through Friday
  • 7:00 am - 4:00 pm