{"id":32862,"date":"2022-05-12T14:31:45","date_gmt":"2022-05-12T19:31:45","guid":{"rendered":"https:\/\/uwm.edu\/libraries\/?page_id=32862"},"modified":"2026-07-21T10:46:07","modified_gmt":"2026-07-21T15:46:07","slug":"off-site-records-storage","status":"publish","type":"page","link":"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/off-site-records-storage\/","title":{"rendered":"Off-Site Records Storage"},"content":{"rendered":"\n<div class=\"uwm-l-row uwm-l-row--3\">\n<div class=\"uwm-l-col\">\n<p class=\"wp-block-paragraph\">The Archives Department is unable to provide records management services or&nbsp;storage for inactive university records scheduled for temporary retention. To&nbsp;assist campus units in managing these records, UWM has contracted with C.H. Coakley, a commercial vendor that&nbsp;specializes in secure records storage, efficient and reliable records delivery,&nbsp;and confidential records destruction. Coakley is the only commercial vendor&nbsp;approved by UWM. Campus units may establish individual accounts with Coakley. Contact UWM\u2019s <a href=\"https:\/\/uwm.edu\/purchasing-payables\/\">Procurement Office<\/a> for information about current fees and&nbsp;service charges.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To facilitate transferring records to Coakley, Campus units should take the following steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Make sure the records are inactive (i.e., no longer consulted by your campus unit on a regular basis).<\/li>\n\n\n\n<li>Identify <a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/records-schedules\/\">the records retention schedule(s)<\/a> that covers the records in question. Records sent to Coakley should still be in their retention period or otherwise still needed by your office.<\/li>\n\n\n\n<li>Create an inventory of records to be transferred to off-site storage. Depending on your usage needs, this may be a folder-level inventory or a box-level inventory.<\/li>\n\n\n\n<li>Label your boxes appropriately. See the <a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/boxing-and-labeling-physical-records\/\">Boxing and Labeling guidelines<\/a>\u00a0for more information.<\/li>\n\n\n\n<li>Once you have completed the above, <a href=\"https:\/\/uwm.edu\/purchasing-payables\/\">contact Purchasing<\/a> for next steps.<\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-32529\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\">Archives and Special Collections<\/div><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/about\/\">About<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/research\/\">Research<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/services\/\">Services<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/instruction\/\">Instruction<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/genealogy-research\/\">Genealogy<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/\">Records Management<\/a><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/records-schedules\/\">Records Schedules<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/records-management-forms\/\">Records Management Forms<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/records-management-education\/\">Records Management Education<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/\">Guidelines, Laws, and Policies<\/a><ul><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/records-responsibilities-of-uwm-staff\/\">Records Responsibilities of UWM Staff<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/boxing-and-labeling-physical-records\/\">Boxing and Labeling Physical Records<\/a><\/li><li><a class=\"current\" href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/off-site-records-storage\/\"><span aria-current=\"page\">Off-Site Records Storage<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/confidential-shredding\/\">Confidential Shredding<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/electronic-records\/\">Electronic Records<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/e-mail-management\/\">E-mail Management<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/guidelines-laws-and-policies\/vital-records\/\">Vital Records<\/a><\/li><\/ul><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/records-management\/archives-transfers\/\">Archives Transfers<\/a><\/li><\/ul><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/giving\/\">Giving<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/libraries\/archives-special\/ask\/\">Contact<\/a><\/li><\/ul><\/nav>\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":29,"featured_media":0,"parent":32859,"menu_order":4,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","uwm_wg_additional_authors":[23500]},"class_list":["post-32862","page","type-page","status-publish","hentry"],"uwm_unpublish_requested":false,"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.2 (Yoast SEO v28.2) - 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