Kennesaw State University has contracted Iron Mountain Record Management Company to provide storage services for the University's inactive records.They will pick up your boxes, take them to their warehouse in Atlanta, and store them at no cost to your department (all costs are covered by Dr. Randy Hinds, V.P. of Information Technology and Human Resources). You may retrieve anything you send, but the University is charged for this service, so off-site storage is recommended only for inactive records.

HOW TO TRANSFER RECORDS TO OFF-SITE STORAGE WITH IRON MOUNTAIN:

1. Place records in standard record boxes (10" x 12" x 15"), available from Office Depot (the heavy-duty storage boxes are recommended). Boxes should be strong enough to sustain the weight of two boxes placed on top without collapsing. It is not necessary to tape the lids.

2. It is recommended that you organize your records by destruction date, and put similar records together. If you are unsure what the destruction date should be, contact the Department of Archives and Records Management (DARM) at 770-423-6289.

3. Complete a Records Transmittal form for each box with the following information:

• Customer Number: X1561 (this number applies to all KSU departments).
• Customer Name: Kennesaw State University.
• Department I.D.: this is a code consisting of 12 letters or less assigned by DARM when you open a storage account with Iron Mountain.
• Date range of records: indicate the earliest date and the latest date.
• Major and minor descriptors of records (Hint: Do NOT use abbreviations or acronyms that may not be widely understood).
• Destruction date of records (Hint: Do NOT mark "Permanent" or "Undefined.")
  
• CLICK HERE FOR AN EXAMPLE OF A COMPLETED RECORDS TRANSMITTAL.

4. Prepare a label for each box with the Customer I.D. number (X1561). Peel off the top part of the label and affix it to the narrow end of the box. Peel off the bottom part of the label and affix it to the Records Transmittal Form.

BOX LABEL

5. Make two copies of the Records Transmittal form (one for your files, one for DARM; the original is for Iron Mountain). Send a copy of the Records Transmittal form to DARM by campus mail (Mail Drop #1704) or scan it and send it as an e-mail attachment.

6. E-mail or call Vera Gargano at x6289. We will arrange for a pick-up and verify the box information once it has been entered into IM Connect (please allow three business days for data entry). NOTE: WE MUST RECEIVE A COPY OF YOUR RECORDS TRANSMITTAL FORM BEFORE WE WILL ORDER A PICK UP.

7. Fill out and have the Iron Mountain driver sign the Pick-Up Receipt. Retain until the boxes have been received at Iron Mountain and the data verified by the Department of Archives and Records Management (approximately 5 business days).