Records Management Services provides free storage of inactive records to eligible University departments on all three campuses. Departments may request their boxes and files stored at the University Records Center at any time.

Departments are responsible for accurately identifying and communicating the contents of the boxes they submit for storage and authorizing the disposition of these records when they meet retention. Upon disposition, Records Management Services absorbs shredding/recycling costs and coordinates the transfer of any archival records to the University Archives.

Submit a Storage Request > All About THE BOX >
Storage Requirements > Storage Request Form Tips >

How to Submit a Storage Request

  1. Ensure you have followed the storage requirements and have labeled the box correctly
  2. Download the storage request form
  3. Input the storage request - include the name of your department's Records Coordinator
  4. Save in the Excel format - we cannot accept the form in PDF!
  5. E-mail the completed form to urc@uw.edu. Include your department's name in the subject line.

All About the Box

An example of a properly labeled boxAn example of a properly labeled box

  • Records must be packed in a standard bankers box (10" x 12" x 15")
  • The lid must fit securely (no hanging files)
  • The short side of the box must be labeled in permanent marker with:
    • Box Number (usually sequential 1, 2, 3, etc)
    • Department/Office Name
    • Record Series (type of record) or additional information which your department needs to identify the box contents
  • Do not attach labels, "Post-It Notes" or tape to the box
  • Boxes must be at least half full
  • Boxes must not be overpacked - the sides should not billow or bulge
  • Boxes must not contain anything that will leak or reek
  • Boxes must weigh no more than 30 pounds - if you can't pick it up, we can't pick it up
  • If using a recycled box, do not write over the old information
    • Mark out the old information with a permanent marker and write on the clean side of the box

Storage Requirements


Storage Request Form Tips

May I see an example of a completed storage request form?

Yes! Click here to download an example of a storage request form that is filled out completely and properly.


What is the Record Group Number?

The Record Group Number is the unique number assigned to your office by Records Management Services. Click here to look up your office's Record Group Number. If you do not see your office, please contact us at urc@uw.edu or 543-0573.


Who do I list as the Records Coordinator?

The Records Coordinator is the person designated in your department to be the main liaison with University Records Management Services. They will receive the Accession Confirmation report confirming the receipt, retention and storage location of the boxes on the storage request form. If you are not sure who your Records Coordinator is, please contact us at urc@uw.edu or 543-0573.


What do I put in the description field?

The description should include the record series (type of records) in the box and any other information which will be useful for tracking the box -- budget numbers, alpha and numeric ranges, project names, etc. You may find it useful to keep a complete inventory / detailed packing list in a separate document for your reference.

For research records, please include the name of the study and the PI.


What is the trigger date?

The retention trigger date tells us when to start the countdown for the retention period. Please fill in this field for the following types of records:

  • For financial records for grants and contracts, the trigger is found in GrantTracker. Click here for steps to locating this date in GrantTracker
  • For research and grant administration records the trigger is the anticipated study close date
  • For student records, the trigger date is graduation or last contact
  • For all other records please leave this box blank