Managing Your Paper Records

The Office of Records and Information Management (RIM) provides services that include the following:

  • Secure document disposal (confidential shred bins)
  • Offsite storage of paper records
  • Assistance with records appraisal and retention
  • Coordination with KSU Archives to identify historically significant documents

Secure Document Disposal

Rotation schedules for the routine service of permanently placed consoles (gray box) are listed below. Kennesaw campus buildings are listed on either Rotation A or B, and Marietta campus buildings are listed on Rotation C.

If your department needs any shred service, please place a ticket in .

Offsite Storage of Paper Records

When you run out of storage space in your department, it's time to box up impermanent, inactive (non-current) hard copy records and send them to offsite storage. (For documents that may have historical value, please contact Archives.)

Bankers Box with a Barcode

 

  1. Order storage boxes from Staples. Only standard one cubic foot size (10" x 12" x 15") will be accepted. Affix the barcode label on the front of the box as shown in the picture - about halfway between the lower lip of the box lid and the bottom of the box.
  2. Order your barcode labels from the Office of Records and Information Management. These labels are provided by the offsite storage vendor and should not be used for any other purpose.
  3. Order supplies - boxes and barcode labels.
  4. Organize and arrange records in boxes, grouping by same destruction dates.
  5. Submit to have new boxes picked up.
  6. Contact RIM  to receive a copy of the Transmittal Form.
  7. Complete Transmittal Form, following instructions included in the file.
  8. Keep a copy of your completed Transmittal Form for your reference and records. 

To retrieve boxes stored off-site, please submit a .

Assistance with Records Appraisal and Retention

Let us organize your records for maximum efficiency and to dispose of needless records. Ways we can help:

  • In-Office or Virtual Consultation
  • Office Cleanouts
    • Office Move/Downsize
    • File Room/Storage Cleanout
    • Employee Retirement or Separation from KSU