The Archives Department is unable to provide records management services or storage for inactive university records scheduled for temporary retention. To assist campus units in managing these records, the UWM has established a contract with Iron Mountain Records Management, a commercial vendor that specializes in secure records storage, efficient and reliable records delivery, and confidential records destruction. Iron Mountain Records Management is the only commercial vendor approved by UWM. Campus units may establish individual accounts with Iron Mountain. Contact UWM's Purchasing Department for information about current fees and service charges.

Although the Archives is unable to provide services or storage for inactive records scheduled for temporary retention, we are still administratively responsible for ensuring that UWM's records are handled according to campus policies, and state and federal legislation. It is important that campus units include the Archives in decisions regarding off-site storage and management of university records.

Off-Site Records Storage

Before transferring records off-campus, campus units should take the following steps:

• Make sure the records are inactive (i.e., not consulted by your campus unit on a regular basis).
• Call the Archives to ensure that the records are covered by a Records Retention/Disposition Authorization (RRDA). If the records are not covered by a current RRDA, Archives staff will help you create one. The scheduling of State agency records is a statutory requirement.
• Contact the Purchasing Department at 229-6011. They will assist you with the following:
• Completing UWM's Requisition Form.
• Completing Iron Mountain's Authorization Access Form to give individuals from your unit permission to access your records.
• Contact Iron Mountain for shipping instructions, Transmittal Sheets, and Barcode Labels.  Complete the Transmittal Sheets according to Iron Mountain's specifications and affix matching barcode labels on the record boxes and Transmittal Sheets.
• Create two copies of the Transmittal Sheets. Retain one set for your own records and forward the second to the Archives.
• After inventorying your records and labeling your boxes, contact Iron Mountain to arrange shipment.

Off-Site Records Destruction

• Iron Mountain will not send special notice when records are scheduled for destruction. To ensure that records are destroyed in a timely manner according to statutory requirements, campus units must take the initiative.
• Iron Mountain will periodically provide campus units with information about destruction dates on Inventory Reports.
• If you believe these records are eligible for destruction, contact the Archives for confirmation. We will confirm the currency of an RRDA authorizing records destruction and the destruction date. 
• After confirmation, you may approve destruction of your unit's records by Iron Mountain. Iron Mountain offers two destruction methods:  recycling and secure shredding. Records containing personally identifying information should be destroyed confidentially.