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Document Retention

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Step 1: Order your boxes and labels
You can order the boxes and labels through Office Max.

Step 2: Boxing the Records                              

    • Organize the records in a sequence that reflects the classification and filing procedures used while they were in your office.
    • Leave about 2 cm (about 3/4 inch) of space in each box to make file retrieval or re-filing easier.
    • Review all the files.
    • Remove non-record material such as externally published reports, supplies or equipment catalogues flyers, blank forms, reference articles, large paper clips, rubber bands and hanging folders.
    • Transfer any material stored in binders to standard file folders and label them appropriately. Create more than one file for each binder if necessary.
    • Do not send hanging folders hanging folders eventually destroy the box, often within the first year of storage  

Step 3: Entering Data                              

Part A                              

  • Download the Admin SVCS Document Records Data Form​ ​​
  • You will be prompted to save it to your desktop.
  • Click Save and verify that the Save in Field displays Desktop
  • Click Save
  • Go to your desktop and right click on the Document Records​ file. 
  • Choose Explore
  • You can then drag and drop the file to your desktop.

Part B                              

  • Open the Document Records Data.mdb file from your desktop
  • Click on forms
  • Double click on Document/Records Form
  • Enter the box number (this number is assigned by each department)
  • Select your Campus from the drop-down list 
  • Enter your department
  • Enter name of department head 
  • Enter the name of the person preparing the documents
  • Enter description of box contents, NOTE: this field needs to be as descriptive as possible. The information of your records stored in the Archives is entered into a searchable database. A distinct file information will help us for future accessibility. 
  • Enter Notes If applicable
  • Enter Fiscal Year
  • Press tab, this will take you to the next record
  • Complete this process for each box, make sure to save your work

Step 4: Print and place Labels (Avery labels required No 5165)                              

    • Select Reports 
    • Double click on Document/Records Labels
    • Click file > print
    • Cut and place the label in the center of the handle side of the box above the black bar

Step 5: Sending the document                              

    • Keep a copy of the document for your records.
    • Email the document to Admin Services referencing that the boxes are ready to be picked up and taken to storage Admin Services will inspect the file boxes and then arrange a pick up time with Engineering.





Contact Information

180 N. Wabash
Chicago, IL 60601
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