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RMO Policy

Fiscal Policy

Article 1.1 Records Center General Policies

Only inactive and semi-active records of value which have been assigned a record series code are eligible for transfer to the UT Records Center. Records stored in the UT Records Center will not be transferred or destroyed without written authorization from the office of origin.

Article 1.2 Procedures and Preparation of Records for Transfer to UT Records Center

All requests to transfer records to the UT Records Center should be made as soon as the need is identified. The UT Records Center must be given adequate notice to make pick up arrangements. Records transferred to the UT Records Center will be packed by staff of the originating office and must be in records center boxes (boxes provided by the Records Center), have a completed box worksheet, and a departmental information form completed (for new users). Files should be “broken” and new ones established at the end and start of each fiscal or annual year to make their transfer and disposal in uniform chronological blocks. Files can be “broken” monthly, annually, bi-annually, etc., depending on the rate of activity or accumulation.

Records on the Knoxville campus shall be picked up by the UT Records Center during normal working hours. Departments beyond the UT Records Center pick-up service must make their own arrangements for transportation, bear the cost, and assume the responsibility for shipping and safe arrival at the Records Center.

Article 1.3  Hours of Operation:

8:30 a.m. to 12:00 p.m. and 1:00 p.m. to 4:00 p.m.
Monday through Friday (except Holidays and Administrative Closing Days)

Deliveries, pick ups, and retrievals will not be made after 4:00 p.m., unless the request is a Rush. (However, the UT Records Center will be open for departments arriving until 4:00 p.m.)

Article 1.4 Reference Services:

Records may be requested for reference (temporarily or permanently) by the depositing office during normal business hours.* Normal Requests – requested by 11:00 a.m. will be delivered the same day after 1:00 p.m. Requests made after 11:00 a.m. will be delivered the next business day.* (Exceptions to delivery time: requestor will be notified at the time of request if there is a problem with normal delivery.) Rush Requests – every effort will be made to deliver rush requests within three hours of call. Departments may pick up requests if needed sooner. Requests made after 4:30 p.m. may result in an employee working overtime; all departments will incur any overtime expense, in addition to normal fees. Information required:

  • Box Requests – name of requestor, department, and UT Records Center box number.
  • File Requests – name of requestor, department, file name, other pertinent information, and UT Records Center box number.

Requests will also be accepted by e-mail, fax, or telephone. Telephone requests are limited to no more than five (5) records per request. Requests may be delivered by courier or department may pick up and drop off.Record copies may be transmitted via FAX service to department if the record is five (5) pages or less. Records may be reviewed at the UT Records Center (adequate notice must be given and a list of records needed). Departments must return the records to UT Records Center when they are no longer needed. No records will be released to any other department without written authorization from the transferring office. All records delivered or picked up must be signed for. (Refiling into active files in the office of origin is a departmental option, but the UT Records Center must be notified if records are placed in active files and will not be returned to storage.) All records to be interfiled in storage must have a completed box worksheet with the UT Records Center box number that the file(s) are to be placed in.

Records or extracted information will not be released by the UT Records Center staff until positive identification of the requestor is established.