DTMB - Records Center Operations (state agencies only)

Records Center Operations (state agencies only)

The State Records Center is responsible for the storage and control of inactive state records. The records center operation provides storage and retrieval services for security microfilm, backup tapes, optical disks, as well as paper. This service is provided in order to promote the efficient and effective use of office space. The cost for inactive record storage and retrieval operation is provided through annual appropriations.

How do I?

Access Versatile:
Pack Containers for Records Center Storage:
Seal the Containers:
Submit Boxes:
Submit Records Transfer Request Forms:

Access Versatile:

Versatile is the software that is used by Records Management Services to manage boxes stored at the State Records Center. State agencies can access the software directly to submit and retrieve boxes and files. To access Versatile, open your web browser to the following address:
https://hcs071verspa901.som.ad.state.mi.us/recordsroot/.

Records Center Operations Manual and Versatile User Instructions: This manual is only available to state employees with a user account for the State of Michigan intranet.

If you need a user account to access to Versatile, please contact your department's Records Management Officer. They will submit a form to Records Management Services requesting that a user account be added.

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Pack Containers for Records Center Storage:

Storage Container: Pack the records in special records storage containers, which are available through the current state-contracted office products vendor, OfficeMax.

Commodity Numbers and Box Dimensions:

Standard Boxes: Used for legal and letter-sized files, binders, etc. (15" x 12" x 9.75")
#P758302520 (71385)
Long Boxes: Used for rolled items, such as plans. Note: do not use for regular files. (26" x 12" 9.75")
#P758307040 (71387)

Order of Files in the Box: Pack boxes in an organized manner in the same order as they are filed in the office.

Letter Size Files: Face toward the front of the box, which is where the label is to be fixed.

Legal Size Files: Face toward the side of the box that is to the left of the label.

Space in Box: Leave one-inch clearance in the box to facilitate referencing.

Interfiles: If it is anticipated that records will need to be added in the future, leave adequate space in the box for interfiles.

Disposal Dates: Do not put records with different disposal dates in the same box.

Records Series: Do not put records from different records series in the same box.

Bar Coded Box Label: The label is to affixed in the clearly designated space on the end of the container.

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Seal the Containers:

Fold in the end flap that is at the far end of the box, opposite from the label
Fold in the 2 side flaps so that they lie over the end flap that was just folded in
Fold over the remaining end flap that is at the label end of the box, so that it lies on top of the 2 side flaps that were folded in
Place a strip of craft or 2 inch wide masking tape across the last end flap which was just folded over, to secure the flap down tightly. Tape should extend fully across that flap, and approximately half way down the sides of the box, securely holding the box shut.

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Submit Boxes:

Information about the contents of each box that is sent to the State Records Center must be entered into Versatile prior to shipping. The information that is entered into Versatile is used to create barcode labels that are placed on each container. The Records Management Services will print and send the barcode labels to the agency.

Most state employees can receive Versatile user accounts so they can directly input information about their containers. However, employees who cannot access the State of Michigan's intranet are allowed to submit transmittal forms. Under these circumstances, RMS staff will enter the information from these forms into Versatile. If you believe that you are eligible to submit a transmittal form, please contact your department's Records Management Officer for confirmation and a copy of the form.

Employees with Versatile user accounts should follow the instructions in the online Versatile User Training (see above for information about the user training).

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Submit Records Transfer Request Form:

The Records Transfer Request form (DTMB-0948) provides for the pick-up and delivery of boxes to the State Records Center. Complete and submit according to instructions on the form.

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Updated 4/26/2013