Archives / Records Management

Questar III makes it simple for staff to archive and retrieve important records and items.

Archiving Terms

  • Series: Any combination of records with like functions and /or disposition dates.
  • Naming Convention – A uniform naming system for files created or maintained in your department.
  • Retention Period: Number of years a series must be accessible.
  • Disposition Date: The earliest date records may be destroyed.
  • Official Copy: This is the only version of a file (regardless of medium), to be maintained as a permanent part of a record. Official is not necessarily original, but the version deemed, by the department Administrator, to be the one Official Copy for retention.

 

Selecting Records for Storage

  • Active files should be regularly updated.
  • Only three years of active files should be maintained on site.
  • Only official copies are to be stored long-term.
  • Duplicates may be disposed of when no longer needed.
  • Each storage box will hold one or more series.

 

Storage Boxes

  • Standardized boxes will be issued upon request from warehouse personnel.
  • Contact Matthew Maxon (Warehouse Manager) at 273-6402 or Matthew.Maxon@questar.org
  • Boxes accommodate both legal and letter size files.
  • Records will only be accepted for storage if packed in standardized boxes.

 

Transferring Records to Storage

  • Determine the records to be stored.
  • Records should be purged of unnecessary and/or duplicate documents.
  • No binders or hanging folders will be accepted.
  • Fill out a work order through the QueCenter to arrange for pickup of packed boxes.

 

Storage Box Labels

Each storage box must have a label identifying its contents. Download a fillable PDF available here.

Directions for completion of the Storage Box Label are:

Part I

  • Choose your department’s name from the drop down menu. This field is editable to allow specificity.
  • Custodian name (position of the person responsible for records in your department).
  • Use the drop down menu in the date field to choose a month and add the year in yyyy format.
  • Do not fill out Box #; this field is filled out by the warehouse manager.
  • Description of contents. This field is expandable to allow for greater detail.
  • Retention period and disposition date, per your department’s retention schedule
  • Attach the completed form and email to Matthew.Maxon@questar.org

Part II will be completed by the Warehouse Manager and emailed back when complete. Storage of your completed labels (paper or digital) will provide easy access.

  • Storage location
  • Disposition method
  • Warehouse Manager’s signature
  • Final Disposition date

You will be notified about final disposition and offered an opportunity to review boxes prior to shredding.

 

Retrieving Records from Storage

Fill out a work order through the QueCenter to arrange for record retrieval. Information on the records’ location will be included on the completed label.

 

Contact

Upcoming Events

Sep 12

Health & Wellness Committee Meeting

September 12 @ 3:00 pm - 4:00 pm
Sep 12

Board of Education Meeting

September 12 @ 6:00 pm - 8:00 pm
Sep 16

2019 Fall Workshop – Mid Hudson

September 16 @ 10:00 am - 12:00 pm
Sep 17

2019 Fall Workshop – Long Island (#1)

September 17 @ 1:30 pm - 3:30 pm
Sep 18

2019 Fall Workshop – Long Island (#2)

September 18 @ 9:00 am - 11:00 am
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