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Records Center Operations (state agencies only)The State Records Center is responsible for the storage and control of inactive state records. Records Center Operations provides storage and retrieval services for paper, security microfilm, and IT backup tapes. This shared 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.
Versatile is the software that is used by Records Management Services (RMS) 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/.
If you need a user account to access to Versatile, please contact your department's Records Management Officer. They will submit a form to RMS requesting that a user account be created.
Pack Containers for Records Center Storage:
Storage Container: Pack the records in State Records Center Boxes, which are available through the current state-contracted office products vendor, OfficeMax. (See page 74 in the State of Michigan Office Max catalog.) Note: do not search for these commodity codes on the Office Max website, you will get an error message. Enter the code directly into the Office Max order form.
Commodity Numbers and Box Dimensions:
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.
Seal the Containers:
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. RMS 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.
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