FAQ - Records Management

These FAQ were submitted and answered prior to July 1, 2013 and now this section of the website serves as an archive. For the most up-to-date information, visit the the Records Management website.


How will records management and record storage be handled after July 1, 2013?
Rutgers University Records Management [link to: recordsmanagement.rutgers.edu] will be managing the records of legacy UMDNJ units transferring to Rutgers, beginning July 1, 2013. The records of University Hospital will be managed by the hospital, and the records of the School of Osteopathic Medicine will be managed by Rowan.

Will legacy UMDNJ units continue to use Crown?
Crown, the off-site record storage vendor used by UMDNJ, will continue to store and deliver boxes currently housed at its facility; however, after July 1, Crown will not be used to store new boxes. Rutgers University Records Management will manage and store all new boxes. Retrieval and review of all boxes, including those stored by Crown, will be accessible through the Rutgers online records management system.

Rutgers University Records Management has its own facility, the Rutgers University Records Center; online records management system; and records pick-up service to manage all Rutgers and legacy UMDNJ records. The new online records management system will give all Rutgers and legacy UMDNJ users the ability to add, retrieve, return, and authorize the disposal of records. The system will also allow you to search and view your records that are stored at Rutgers’ records center and at Crown. 

What do I do with new boxes that need to go to the archives after July 1, 2013?
After July 1, all new boxes should be sent to the Rutgers University Records Center; visit the website for more details.

What records management services are available for legacy UMDNJ units transferring to Rutgers? Where do I get boxes? Can I use a copypaper box?
The new Rutgers University Records Center has audit rooms equipped with phone, computer, and copier/printer/scanner capabilities. Users can pick-up or review boxes at the center. Regular boxes or copypaper boxes will not be accepted for storage; Rutgers University Records Management will supply storage boxes. Rutgers University Records Management provides the following as standard services.

  • Provide boxes and labels to departments for storage
  • New records pick-up and delivery to the records center
  • Records storage
  • Records request
    • Onsite – departments can request boxes and go to the records center to view/take a box/file
    • Standard – retrieval/delivery of box/file to requesting department (24-hour commitment)
    • Scan on demand – electronic delivery of requested items (less than 25 pages)
    • Stacking – return of box/file to shelf
  • Records destruction – permanent removal and destruction of selected items (shredding)

The following services are out of scope of standard services. They are available, but at an additional cost.

  • Premium – special retrieval/delivery (4-hour commitment)
  • Scan on demand – electronic delivery of requested items (more than 25 pages)
  • Additional service – (file indexing) create a file-level inventory of box
  • For additional information and for rates on out of scope services, please visit us online.