Archive Inventory Procedure

For the purpose of complying with Central Services departmental procedures, this information is being provided to the campus community to follow for managing archived records.

SUMMARY OF BEST PRACTICES FOR MANAGING RECORDS

Departments and offices should manage their university records in a trustworthy manner that ensures their authenticity. All departments and offices should create university records that accurately document their core activities. To do this, departments and offices should:

• Create records that accurately document their core activities.
• Determine which of their department or office members has the responsibility and authority to create those records.
• Incorporate their records, creation activities and responsibilities into their own policies and procedures.
• Periodically review their records creation procedures.

All departments and offices should store their university records in a safe, stable, and secure manner that supports their timely and accurate retrieval and establishes appropriate controls on their accessibility. To do this, departments and offices should:

• Develop filing, classification, and/or indexing systems for their records that all of their department or office members understand and follow. 
• Email louise.melious@stonybrook.edu a completed SUSBARC001 Archive Request form, and a pick-up will be scheduled. 
• Any department requesting a pickup of five or more cartons of archived records, must be palletized and shrink wrapped.  Contact our Central Receiving Department at 2-6289 for assistance.
• A department who wishes to retrieve an archive must notify Central Services in writing of the particular record. For security purposes, any and all requests made for retrieval of records must be made by appointment only.  

Central Services destroys in a confidential manner all university records that require destruction. Departments and offices can only use the general trash or recycling to destroy records and documents that have a wide and open distribution at the time of their creation, such as publications. All other records should be destroyed in a confidential manner.