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Harvard University Archives
Managing University Records: Offsite Records Storage

 

 
 

Offsite Records Storage

 

Records Management Services administers records storage for University offices at the secure, state-of-the-art Records Center facility at the Harvard Depository.

 

Using a Records Center account helps you manage the records you need to hold on to, protect important information, and save resources. Storing records at the Records Center can

  • Free up valuable office space
  • Provide security by controlling access to records
  • Protect your vital records

The Records Center provides for short- or long-term storage for all kinds of records. When you send records to the Records Center

  • Your office retains custody of the records
  • You control access to the records
  • You pay for storage

 

Offices at HMS/HSDM and HBS interested in offsite storage should contact their local records management office.

 

For more specific information please also see our pages on
Storing, Requesting and Retrieving from the Records Center
Managing Your Account
 
 
 

Records Center or University Archives?

 

The University Archives and the Records Center are not the same. The Records Center is for the storage of all types of records, and records remain the responsibility of your office while in storage. The University Archives only holds records of permanent historical value no longer needed for their original business purpose, and assumes responsibility for records transferred to the Archives.

See Transferring University Records to the Archives for further explanation and guidance.

     
     

    Using the Records Center

     

    All Records Center accounts are managed by Records Management Services (RMS). RMS assists offices with establishing records storage accounts, transferring records to the Records Center, and managing records stored at the Records Center. See Managing Your Account for more information about how RMS helps you manage your Records Center account.

    Records Center couriers pick up and deliver boxes directly to your office. Boxes in storage may be retrieved for next business day delivery.  For security purposes, only authorized users of are permitted to retrieve materials from your account, and Records Center staff are not permitted to open or inspect the contents of boxes.

    Your office pays for the storage space it uses at the Records Center. Please refer to Records Center Fees for the current fee schedule.

       
       

      Opening a Records Center Account

       

      All Records Center storage accounts are managed through Records Management Services. If you are not sure whether your office already has a Records Center account, please call 495-5961.

      To set up an account, please fill out the Records Center contract. The completed form must be signed by your department head. archives_rmsatharvard [dot] edu (E-mail) the signed contract (sign and scan) or fax it to 495-8011.