Main Menu

Offsite Storage of Records

Grace Information & Records Management are the University's current preferred supplier of offsite storage.

Procedure


Records & Archives can arrange for offsite storage of records for University units. The procedure for this process is:

  1. Contact Records & Archives with a listing* of the records to be stored offsite.
    Boxes can be supplied free of charge to assist with preparing records for storage.
  2. Records & Archives will help determine which records need to retained and for how long.
    This is an important step in clarifying; firstly, that there is a need to retain all of the records transferred and secondly, in identifying exactly how long they need to be kept for so as to not enter into an open-ended storage arrangement.
  3. Records & Archives will then arrange for an account to be setup with Grace to allow for direct client invoicing.
  4. Records & Archives will then arrange for capture of the boxes into the recordkeeping systems of both UNSW and Grace, including labelling.
  5. Once labelled and prepared for transfer, Records & Archives will arrange for collection by Grace agents.
  6. Once transfer is complete, Records & Archives staff will provide instruction in how to access the Grace online order system to monitor and request records held in storage.
  7. Records & Archives can also arrange for retrieval of records held.
  8. Client units will receive a monthly invoice for storage costs directly from Grace.


*Your listing should include a brief description of the records, the date range applicable to the contents and any other qualifying information you feel is relevant. Please refer here to download a template to assist you in creating this listing.

Quicklinks