Physical Records Storage
Physical records must adhere to the UVa Records Management Policy and follow the University Institutional Physical Records Storage Standards which defines the environmental and security controls that storage locations must meet.
While offices are encouraged to find locations to store records that do not take up valuable office space, the selected space must meet the storage standards for the security level required by the records. Contact the University Records Management Office for a consultation to evaluate storage options for physical records.
Guidelines for storing records - keep in mind that all storage locations must meet the University Institutional Physical Records Storage Standards:
- Store records accessed daily in the working office (in-office);
- Store records with occasional use/reference (12 more times per year) in accessible storage (on-site);
- Store records with little or no access off-site.
The University has entered into agreements with two vendors for the storage of paper and other physical records. The use of storage vendors other than these "approved" vendors requires approval from the University Records Office:
Storage locations used by these firms meet the Physical Records Storage Standards for off-site locations. These firms have also agreed to the "University Data and Intellectual Property Protection" clause in addition to other statements intended to protect University records as well as the University as a whole.
Pricing structures have been negotiated to cover basic physical records storage. The Records Management Office has created a Storage Cost Calculator to calculate a "ballpark estimate" and compare both yearly and total lifecycle costs. This is an Excel spreadsheet that will download to your computer. Follow the instructions in the upper right corner of worksheet. Remember, this is a ballpark estimate.
In addition, other services offered by these vendors are available to University departments under these agreements. Contact the University Records Management Office for more information.
A side-by-side comparison of the negotiated costs has been created to help determine which firm is a best fit for a department's needs.
|Service||Cornerstone Records Management||Diversified Information Technologies|
|All-inclusive monthly storage fees in NARA compliant storage||Monthly storage of one standard records storage box.||$0.18||$0.19|
|Monthly storage of one standard records storage box in an archival environment.||$2.00||$1.80|
|Monthly storage of audio/visual media in an archival storage environment (i.e. audiotapes, videotapes, film, photos, negatives, glass-plate negatives).||$2.00||$0.75|
|All-inclusive per box charge: trip and stop charge covering both delivery and pickup (existing inventory)||Standard delivery/pickup - occurring on established schedule.||$17.00 for first box / $3.30 for each additional||$33.39 for first carton / $2.72 for each additional|
|Delivery/pickup within 24 hrs.||$38.00 for first box / $4.50 for each additional||$73.39 for first carton / $2.72 for each additional|
|Delivery/pick same day.||$51.00 for first box / $5.50 for each additional||$144.39 for first carton / $2.72 for each additional|
|All-inclusive per box charge: pick-up, receiving, and entering standard box into inventory (new inventory)||Qty. ≤ 50 boxes||$3.50||$3.17|
|Qty. > 50 boxes||$2.00||$4.67|
|All-inclusive cost for re-boxing one standard box.||$4.50||$3.36|
|All-inclusive cost for secure destruction per standard box||$3.50 (on-site destruction)||$2.26 (off-site destruction)|
|All-inclusive cost for scan-on-demand services - pulling a file from a box and scanning to send to requester by a secured transfer method||$2.50 for the first five pages, 10¢ for each additional page||$3.42 (up to 5 pages per file) 15¢ each additional page|
|Costs, rebates, and/or accommodations regarding the transfer of University Records from current storage locations to appropriate vendor storage.||To be negotiated on a project basis when costs to transfer records (i.e. permanent removal fees from current vendor) into Cornerstone inventory are provided in advance.||
Data entry waived is excel or .csv file of inventory provided reducing "New Adds to Inventory" to $2.72 per box.
Bulk transport rates will be offered for initial inventory transfer-discount TBD based on volume.