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URMA - Adding Storage Information


Adding Storage Information For Physical Records



  1. Choose the storage facility you will use from the drop down menu. The name in the parentheses is the contact for that facility, not the contact in your department.
    • If the facility is listed, but the contact name is different from the person you deal with, first contact the facility to see if the one listed can be used. If not, add a new facility with your contact information.
  2. If the facility is not listed in the drop down menu, add the information including contact information and it will be added to the drop down menu. You must save the information before proceeding.
  3. If you see the facility you'd like to use but need to update some of the information or just want to make sure it is the location you'd like to use, select "View Facility Details". This screen also allows you to update information for this facility. You must choose "Update" to save any changes you've made or "Hide Details" to close this screen before proceeding.
    • NOTE: If you update information for a facility, it updates that facility's information for all records entered in the database.
  4. After you have selected the facility, enter the storage room/location and the numbers of boxes you will be storing.

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Adding Storage Information For Electronic Records - Server Based Storage

 


  1. Select "Electronic Records".
  2. Select "Server Based Storage".
  3. Choose the server or the service that hosts your records from the drop down menu.
  4. If the server/service is not listed in the drop down menu, add the information including the name of the main contact for the server/service, usually the server administrator along with their email address. You must save the information before proceeding.
  5. If the server/service you'd like to use is listed, but an update of some of the information is needed, or just want to make sure it is the location you'd like to use, select "View Facility Details". This screen also allows you to update information for this server/service. You must choose "Update" to save any changes you've made or "Hide Details" to close this screen before proceeding.
    • NOTE: If you update information for a server/service, it updates that server/service's information for all records entered in the database.
  6. After you have selected the server/service, enter the path to locate the records.
  7. Indicated the size of the folder or directory holding the records.

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Adding Storage Information For Electronic Records - Removable Media


  1. Select the type of media used to store the electronic records. If you choose "CD" or "DVD" enter the quantity of disks used to store the information.
  2. Enter location information. This location is where the media is currently housed.
  3. Enter information for the person responsible for maintaining and securing this media.

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