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Records
Management & Storage
Services Provided
Records Management & Storage provides a formal, centralized
records program to ensure the University complies with applicable
statutes, and to assist University departments in managing their
records.
Hours of Operation
8:00 AM - 4:30 PM , Monday through Friday
Excludes all University-recognized holidays
Points of Contact
Kevin Pensoneau, Records Manager: 271-2311
Stan Martin, Asst. Director of Operations: 271-2313
Jason Thurman, Sr. Administrative
Manager: X48305
Location
OUHSC Warehouse, 1400 NE 4th , Oklahoma City
Guidelines
The warehouse will only accept University documents recognized in
the State of Oklahoma records retention schedules. Please
refer to HSC
Records Schedule 96-03 for an updated version of the
Health Sciences Center's Records Disposition Schedule.
The General Records Disposition Schedule
for State Universities and Colleges
(U&C GRDS) and
U&C Index are available from the Oklahoma Department of
Libraries for download as Adobe Acrobat (PDF) files.
Departments may also refer to the Quick
Reference for commonly used records and their retention requirements.
Documents must be stored in legal/letter, 10" x 12" x
15" boxes . An OUHSC
records label must be completed and attached to one end of the
storage box. The label must be entirely covered with clear
packing tape to prevent damage. Only designated storage boxes
with appropriate labels will be transported to the depository.
Records Management requires a completed
Inventory of Material form from the requesting department.
Complete a Service Unit Request (SUR) form (HSC-5069), indicating
the quantity and size of the storage boxes being deposited.
Forward the completed SUR and the Inventory of Material form to
Records Management, SCB144. Moving services will transport
the storage boxes, without charge, to the warehouse.
Records Retrieval
Departments can request the retrieval of records through the Records
Manager at 271-2311. The requested record will be delivered
to your department within 24 hours. There is a $4 fee for this service.
Departments may also retrieve their own records from the warehouse.
Employees retrieving records must have a valid OU ID and
department approval. Contact the Records Manager at 271-2311
to arrange a date and time to go to the warehouse at 1400 NE 4th
St .
Destruction of Records Guidelines
Records are destroyed in accordance with applicable Records Retention
Schedules, based on required storage periods. Note:
The written approval of the State Archives Commission is required
prior to destruction of any original document, per Oklahoma State
statutes.
Submit an Agency Notice of Intent
to Destroy Records form to the Records Manager from your department
to initiate destruction procedures. The form will be processed,
and forwarded to the State Department of Libraries, Archives, and
Records Commission for approval. If approved, the designated
records will be destroyed.
A copy of the Agency Notice of Intent to Destroy Records will be
forwarded to your department indicating the State's approval or
denial of your request.
Training
Training is offered on an as-needed basis by the Records Manager.
It may include Records Retention Schedules, destruction, deposit
and transfer, or address the particular needs of a department.
Call 271-2311 to schedule training.
Records Management & Storage Fees as of September 1, 2008
Storage Fee:
Legal/Letter Box $0.30 per month
Records Retrieval and Delivery Fee:
$4.00
Records Destruction:
Contact Midland Recycling at 405-232-8811
for document shredding services.
Packages of SUR forms, HSC 5069, can be purchased from O.U.
Printing Services located in the basement of the Rogers Building,
800 NE 15th, 271-5489.
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