UNIVERSITY OF THE FRASER VALLEY
ARCHIVE STORAGE PROCEDURES
To manage the process for archiving files, we have implemented a standard archive file box. The boxes will protect your important files, allow us to maximize storage space, and ensure we can properly manage retention and destruction of UFV Archives.
The Purchasing Department is now carrying a supply of file storage boxes to be used for all archival documents. The boxes measure 15 1/2 inches x 12 3/8 inches (39 cm x 31 cm), and accommodate both letter and legal size file folders. Boxes will be stacked, therefore please do not overfill.
When you have documents ready for archive storage, fill out an online work request, and in the description field include the number of boxes required, the pick-up location room number, and your budget code to be used for chargeback.
Archive boxes are to be labeled with a brief description of contents, department of origin, and a destruction date. For permanent archive documents, please label “Do Not Destroy”.
Archive storage is intended for files that must be retained in compliance with Government or Internal Policy.
If you require frequent access to these files, we encourage you to store them in a secure site within your own department. Constant transport of archive material is not recommended, as the cartons or contents could get damaged.