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St. Lucia Warehouse/Store can store business records for Faculties, Schools & Sections within the University. Business records submitted for storage must follow specific criteria as outlined below.
» Click here to view the business records storage policy
» Process overview
» Department instructions
» General information
» Boxes and labelling
» Retrieval of boxes
» Contact information
Process overview
Department instructions:General information
With the exception of continuing series, departments must be approved for storage of business records by the Manager of Records and Archives Management Services, whom can be reached at extension 52284. After approval for storage has been received, St. Lucia Warehouse can be contacted electronically for submitting, retrieval or return of business records via the Business Records Storage and Retrieval form.
Boxes and labelling
St. Lucia Warehouse identifies each individual box through a combination of department name and box ID. The lack of proper box labelling can result in delays in box retrieval. It is the responsibility of all customers to label their business records with department name as well as a uniquely identifiable numerical ID.
Please adhere to the following criteria when submitting business records to St. Lucia Warehouse:
- Use standard archive boxes for storage. The “Fellows Archive Box #703” is the preferred box to be used as it is stronger and more durable for stacking purposes. These can be ordered through the Warehouse.
- Archive boxes should be packed to eliminate air space, where possible, as air space may cause the box to collapse when stored.
- Keep your own record of box content.
- Label boxes with an sequential numerical code.
- Never re-use a box ID.
- Make sure that all boxes are clearly marked with a minimum of the following information:
- Box ID
- Department
- Section/Series code
- Destruction year and month
- Place the printed labels on the short side of each box (the handle sides).
Retrieval of business records from storage
The files in the archived boxes are uncontrolled documents and can be retrieved by key staff. Staff must provide the correct box number to arrange retrieval. All archived files that have been retrieved from storage are to be returned to the same archive box. All retrieved boxes are to be returned to the Warehouse for further storage.
Contact Information» Click here to access the form for storage and retrieval of business records.
Email: store@pf.uq.edu.au
Phone: (07) 336 51231
Fax: (07) 336 54669
Further enquiries can be directed towards P&F Services Manager, Peter O’Donnell on (07) 336 52360 or p.odonnell@pf.uq.edu.au.