Preparing Records for Shipment
OBTAINING BOXES
The records storage boxes can be purchased by campus order from the Health Information Retention Center. Please make the campus order out to Health Information Retention Center and send to: Health Information Dept., SOM AA241. There is a minimum order of five boxes. Please call and confirm the price prior to ordering since the prices are subject to change. Requests for boxes may be made by telephone (297-4911) at least one day in advance of delivery. For consistency, no other boxes will be used.
PACKING
Please contact us for specific information on the correct packing of your records.
RECORDS TRANSMITTAL AND INVENTORY SHEET
All records sent to the Health Information Retention Center must be accompanied by a properly completed Records Transmittal and Inventory Sheet. It is important that this sheet be filled out accurately and completely. Please contact the Health Information Retention Center for instructions on the correct way to fill this sheet out.
INITIATING THE TRANSFER
The office maintaining the records is responsible for alerting the Health Information Retention Center that they have records ready for pickup A phone call will constitute adequate notification. The Health Information Retention center will then schedule the pickup for the next run with available space.
RECORDS TRANSFER REPORT
After receiving the properly labeled boxes of records and the properly completed Records Transmittal and Inventory Sheet the Health Information Retention Center personnel will prepare a Records Transfer Report which will have an Accession Number and a 6 digit Box Number assigned to each box along with other information which will be sent back to the originating entities Records Custodian for safekeeping.
REQUESTING ARCHIVED RECORDS
When it is necessary to request archived records, all requests must be channeled through the Records Custodian who shall call the Health Information Retention Center (297-4911) and make the request. The Records Custodian should be prepared to give the Accession Number and Box Number that record will be found in.
RETURNING ARCHIVED RECORDS
To return records that have been retrieved from archives, call the Health Information Retention Center (297-4911) and notify us. We will pick up the records on our next scheduled run. The request sheet copy that is attached to the record is to remain on the record until refiled by the Health Information Retention Center.
