UNIVERSITY OF THE FRASER VALLEY
FILE STORAGE PROCEDURES


To manage the process of file storage, we have implemented a standard file storage box.  The boxes will protect your important files, allow us to maximize storage space, and ensure we can properly manage retention and destruction of UFV confidential files. 

The Purchasing Department is now supplying file storage boxes to be used for all documents requiring storage.  The boxes measure 15 1/2 inches x 12 3/8 inches (39 cm x 31 cm), and accommodate both letter and legal size file folders.  Boxes will be stacked, therefore please do not overfill.

To acquire boxes in preparation of documents to go to file storage, fill out an online work request, and in the description field include the number of boxes required.

File storage boxes are to be labeled with department of origin, a brief description of contents, and a destruction date.  For permanent file storage, please label “Do Not Destroy”.

When you have the file boxes ready to go to storage, please submit an online work request

File storage is intended for files that must be retained in compliance with Government or Internal Policy.

If you require frequent access to these files, we encourage you to store them in a secure site within your own department.  Constant transport of files is not recommended, as the cartons or contents could get damaged.

If you have any questions about UFV file storage, please contact Bob Peters at local 4488, or via email bob.peters@ufv.ca.


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