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Records Retention / Off Site Storage

RECORDS RETENTION

Records Retention provides for the storage, retrieval, and destruction of records for UC Denver according to State of Colorado guidelines. A file of procedures about records archives is provided to answer the most commonly asked questions. The State of Colorado provides a list of retention schedules specifically for higher education - "Schedule 8 - Higher Education" in a .pdf format. The schedule lists typical retention periods for documents produces at the university. Retention rules specific to financial records at UCD are located in the Fiscal Policies section 5-4. Retention rules specific to medical records are located in the Records Disposition Schedule .

The Facilities Operations Department has contracted with Iron Mountain, one of the premier record management companies in the field, to handle all record retention and destruction services. Iron Mountain will provide:

• Tracking and security through bar-code labeling and scanning of each movement of a box.
• HIPAA compliance.
• State contracted pricing
• Departmental control of costs and savings through monthly billing statement and centralized control.
• Standard ‘next day’ service for pick-up and re-call.
• Web access availability for inquiries, requests and assistance.

All previously stored records boxes will be cross-referenced to our old RSR process and, should you need them, be available through Iron Mountain by RSR reference.

If you have any questions, please call Udalio Quiel at (303) 724-1015 or email.