Records Storage Program
How Does It Work?
Our vault holds your unit’s documents, but they remain the property of your unit. Any action taken on records in UBC Okanagan Library Records Storage will happen only with your department head’s approval.
To minimize risk, we deal with sealed boxes only. We will help you identify and describe your records, but the final decisions are yours.
Working with Central Mail and Receiving, we facilitate secure transportation of your records to our storage vault.
Please be advised that box transfers will be scheduled considering the joint capacity of the sending unit, UBC Okanagan Records Management personnel, and the CRM team. It can be difficult to guarantee wait times between initiating and completing a transfer request. Under normal circumstances, we strive to complete small requests (eight boxes or fewer) within one business week (5 business days). For larger and/or off-cycle requests, it is our standard to complete transfers within two weeks.
- Create an account in advance of starting a storage request.
- Prepare an itemized list to accompany every box deposit.
- Ensure your records are properly boxed and labelled.
- Be present at the time of pick up to guarantee the security of the records.
Frequently Asked Questions
We don’t open boxes, but we can retrieve any of your boxes and deliver them back to you for whatever purpose you may need. We aim to facilitate non-emergency retrievals within one week under normal circumstances. For emergency retrievals, please contact us.
All boxes must be assigned a retention period by the unit (the Records Manager is available to help determine this, if you’re unsure). At the end of the retention period, the most common resolution is secure destruction of your records, which we witness and document. In advance of destruction, you will receive notice and a request to approve destruction.
Know what you’re looking for?
Explore our self-serve resources
Security of Paper Records
Best practice for keeping your files safe
Best practice for deciding what to keep
Best practice for preparing records for storage
Records Access Application
Form template for setting up a records storage account
Records Storage Item List
List template for storage services
Box Label Template
Label template for storage services