Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Penn State Inactive Records Center (IRC) is designed to provide secure, low-cost storage for inactive University records that must be retained to meet the legal, fiscal, or administrative requirements of the University.
In conjunction with Administrative Policy AD35 University Archives and Records Management, all University records, that are not required to be sent to the University Archives, that have retention schedules can be stored at the Inactive Records Center.
Records that do not have retention schedules may be stored in the IRC, provided the department agrees to the development of a retention schedule for their records. Records designated as non-office (department copies of fiscal records, blank forms, magazines, books, private materials, etc.) are not accepted into the IRC unless there is a special circumstance that requires the retention of these items. The IRC, in consultation with the submitting department, will determine the appropriateness of any special circumstances and the length of time for document retention.
All records are stored in a security-controlled environment. Offices can access these records at the IRC during regular office hours, or records can be delivered as needed. Smaller numbers of pages can be retrieved and scanned depending on the confidentiality of the materials needed.
The IRC provides storage of confidential material, microfilm shredding, and recyclable records disposal. The IRC does not provide microfilming services. Pickup and delivery services for storage and delivery of any records that need to be returned to your office are available for a minimal fee (see fee schedule on University Libraries website).
Records must be stored in 12"x15"x10" Bankers boxes to fit properly on the IRC shelving units. The IRC may have used boxes (if available) that can be delivered. Contact the Inactive Records Center at RecordsManagement@psu.edu and boxes can be delivered to your office, or you can arrange to pick them up. New boxes would be purchased through General Stores. The IRC Transmittal Form and the Box Contents Forms must be completed and accompany the boxes to the Inactive Records Center.
All records stored in a box must have the same retention period. Different record series will not be intermingled. Records must be organized in folders and folders labeled for easier identification and retrieval.
Once you have completed the necessary forms, attach them to the boxes. You can deliver the boxes to the IRC, contact 814-865-3276, or email your request to RecordsManagement@psu.edu and ask to have Courier Services pick up these boxes and deliver them to the IRC.
Requests for records may be made by telephone at 814-865-3276, fax 814-865-3278, or email RecordsManagement@psu.edu.
A request may be made for the return of the actual file or box, or for a photocopy of the records. Information may also be given over the phone or scanned to your office if you like, depending on the confidentiality of the records.
When making a request for a record, you will need to give the IRC personnel the box number, location number, and a detailed description of the record needed.
Records requested for return to the department can be picked up or transported via Courier Services. Individuals picking up records are required to show Penn State University issued identification.
Requests received will be processed as soon as possible and if using the courier service will be delivered as soon as their schedule permits.
When a file or box needs to be returned to the IRC, please contact the IRC at 814-865-3276 or email RecordsManagement@psu.edu to schedule a courier pickup.
Archival Records as designated in the Records Retention Schedules, must be reviewed and, upon approval by the University Archivist, transferred to the University Archives for permanent preservation. The University Archivist in collaboration with the Office of Records Management shall designate which records are archival. The transfer of Archival Records to the University Archives shall be made at such times and in the manner and form prescribed by the University Archivist and subject to the appropriate Records Retention Schedules.
When records located at the IRC are due for destruction, a "Destruction Authorization List" will be sent to the department for approval. This form needs to be signed by the department and returned to the IRC.
If any of the boxes on the "Destruction Authorization List" are NOT to be destroyed, a reason must be presented for review by the Penn State Records Management Officer for approval to extend the retention period. Units shall review their boxes, if necessary, prior to presenting their reason for an extension. If records are found to be active, they will be sent back to the unit.
IRC will arrange for the signature of the Penn State Records Management Officer before any records are destroyed. Once the "Destruction Authorization List" with the proper approval is received by IRC the records will be pulled and destroyed by shredding.
There are various fees for the services provided by the Inactive Records Center. Please see the IRC website for the fees related to monthly storage, adding boxes to IRC inventory, record retrieval, records refile, transferring records to approved Bankers Boxes, shredding stored records, and courier services.
Any fee waiver for IRC Storage/Services must be approved by the University Libraries Senior Director of Administrative and Financial Services.
The Blue/White shredding services are provided by the Office of Physical Plant and the Inactive Records Center. These services are available to all University Offices & Colleges.
Blue/White shredding is scheduled on an "on call" basis using the EZ Request system. Blue/White shredding must be stored in a secured area in each unit until they are picked up by the OPP Recycling Team and taken to the Inactive Records Center for shredding.
Once OPP has picked up the Blue/White shredding from each office, they are placed into a locked truck for transportation to the Inactive Records Center.
The staff at the Inactive Records Center immediately place the Blue/White shredding into a locked maximum security caged area that has detailed handling and management protocols. Each bin is then dumped into a tote for shredding. The records are shredded on industrial/commercial shredders that cut the records into 2" x ¼" pieces and bagged for recycling.
The full bags are then deposited into a compact dumpster that is then taken to the transfer station for recycling.
Violation of a financial policy and/or procedure should be reported to your supervisor, unit manager, Human Resources representative, and/or office responsible for the policy and/or procedure. Where those resources are inadequate, you may choose to make an anonymous report through the Penn State University hotline by calling 1-800-560-1637.
The Business Area Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for collaborating with Internal Audit when audits are being performed in the administrative area. Audits relating to sponsored activities or other audits performed by external auditors may also be performed. The Financial Officer would also be responsible for collaborating with the external auditor and/or a central university office related to these procedures.
University Records retention must be managed in accordance with Policy AD35 University Archives and Records Management, and Records Retention Schedules approved by the Records Management Advisory Committee, the Office of General Counsel, and Senior Vice President and Chief of Staff. These records retention schedules are derived from - or based upon - federal, state, and local statutes or regulations, University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.
University Records and Transitory/Disposable Record are defined below. See Policy AD35, Definition of Terms for additional information.
Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. If the disposition method for University Records states "Review by Archives" on the records retention schedule, the employees responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center.
Exceptions to the disposition process are as follows:
To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy AD53 Privacy Policy, or student records, as defined in University Policy AD11 Confidentiality of Student Records, must be destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53 Privacy Policy.
Additional questions may be directed to the Office of Records Management.
There are no exhibits associated with this procedure.
For further information, contact the Inactive Records Center.
To request changes to this procedure please contact the Office of Systems and Procedures by submitting a GURU Technical Support Request Form.
October 28, 2024