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Records Management

Information about MCC's records management program and its record storage, retention, and destruction procedures.

Transferring Records to Storage

  1. Only records with a defined legal retention period will be accepted for storage. If you are unable to determine the legal retention period, please contact Archives and Records Management at (585) 685-6246 (or ext. 6246 from on campus) or by email at RecordsRetrieval@monroecc.edu for assistance.
  2. Only "inactive" records (those referenced by your department once a month or less) will be accepted for storage.
  3. Pack material in standard records-storage boxes measuring 12" x 15" x 10". These dimensions are the size of a standard bankers box. Note: Records Management does not supply boxes. Each department should order its own boxes. 
  4. When packing boxes, do not include hanging file folders, as they will break the box edges and do not fit within the shelving system. Leave approximately one or two inches free in each box to facilitate future retrievals.
  5. All boxes must be labeled with the following information:
    • Box number (assigned by the originating department).
    • Department name.
    • Record type or series.
    • Dates (i.e., academic year or semester).
    • Destruction date (as per section 1 above).
  6. Some situations may require a listing of all folder titles within an individual box. Please contact Archives and Records Management at (585) 685-6246 (or ext. 6246 from on campus) or by email at RecordsRetrieval@monroecc.edu for guidance on when this may be applicable.
  7. Email the Archives and Records Management department (RecordsRetrieval@monroecc.edu) with the record type(s) and approximate volume of inactive records slated for storage. Note: All pickups are coordinated through Archives and Records Management. Please DO NOT contact shipping directly.
  8. All records sent to the Records Storage Center remain the property of the originating department, with Archives and Records Management serving only as "custodian." Each department is responsible for maintaining a record of what it currently has in storage.
  9. Please note that when requesting records from storage, it is your department's responsibility to supply Archives and Records Management with the box number where the information can be found.
  10. Records that have exceeded their legal retention period while being stored at the Records Storage Center are covered in the section on this page titled Destruction of Records.

Retrieving Files from Records Storage

Departments may only access their own records from the Records Storage Center.

You may retrieve individual file folders or boxes by:

  1. Emailing RecordsRetrieval@monroecc.edu
  2. Calling the Records Management office at (585) 685-6246 (or ext. 6246 from on campus) for emergency situations only.

Requests should include the following information:

  1. Box number or microfilm location.
  2. Record type.
  3. File name (if applicable).

Retrieval requests will be processed Monday through Friday 9:00 a.m. to 4:00 p.m. and are normally sent (via interoffice mail) within one business day. Records Management staff can perform searches for specific information contained within a file at the request of a department.

Record delivery is as follows:

  1. Records will usually be delivered by interoffice mail.
  2. Small files and single documents can be scanned and emailed.
  3. Emergency requests will be addressed on an individual basis.

All files being returned to the Records Storage Center should be sent via interoffice mail and addressed to: Archives and Records Management - Downtown Campus.

Destruction of Records

For records stored at the department level:

  • Department personnel should periodically (at least once a year) identify office records that have exceeded their legal retention and are no longer of any value to the department or the college.
  • All records with sensitive or confidential information (of any type) must be disposed of utilizing secure methods (shredding) that ensures the confidentiality of the record.
  • Departments lacking the resources to carry out secure destruction, or those with large volumes of records, should contact Archives and Records Management for a shredding pick-up to be coordinated.
  • Records being sent out for shredding can be packed in any sturdy box that has a lid or can be securely closed. It is not necessary to use record storage boxes. Copy paper boxes or something of similar size are preferred.
  • Boxes should contain ONLY paper, paper clips and/or staples. Any binders, CD's, floppy disks, hanging folders or non-paper items should be removed from the box prior to the shredding being picked up.
  • Some situations may require a Records Destruction Authorization Form. This will be addressed by Archives and Records Management prior to scheduling the pickup.
  • Be sure to label all boxes with: "Shredding."
  • Email Archives and Records Management with the record type(s) and volume (number of boxes) slated for destruction. Note: All pickups are coordinated through Archives and Records Management. Please DO NOT contact shipping directly.

For records stored at the Records Storage Center:

  • No records will be destroyed without written consent from the department from which they originated.
  • When the minimum legal retention period for a record series has been reached, Records Management will contact the originating department and request authorization to carry out final destruction.
  • A Records Destruction Authorization Form is sent to the department head/designee for signature and must be returned to Archives and Records Management before any destruction will occur.

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