The DCA is the steward of the University's permanently valuable records and collections created in any format, ensuring their permanent preservation and accessibility.

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Storing Records Offsite

Offsite storage is ideal for records that should not be transferred to the Digital Collections and Archives, are seldom referred to, but must be kept for a certain period of time.

The Digital Collections and Archives has established a relationship with Advanced Records Management Services (ARMS) in Danvers, Massachusetts to store non-permanent records for University offices and departments.

Material stored offsite can be requested from the storage facility when it is needed. ARMS generally delivers records in one day and it does provide emergency same-day delivery services. ARMS also provides confidential records destruction services.

Please contact Eliot Wilczek, University Records Manager, at eliot.wilczek@tufts.edu or 7-4588 if you are interested in utilizing this service.

Instructions for Storing Records Offsite

Your Department Wants a New ARMS Account

  1. Contact Eliot Wilczek, University Records Manager, at eliot.wilczek@tufts.edu or 7-4588 to have a records survey. Records must be surveyed before they are sent to offsite storage. This is to ensure that only records appropriate for offsite storage are sent to ARMS. The survey will also establish when the records stored offsite should be destroyed.
  2. Order ARMS barcode labels from the Records Management Program.
  3. Provide the Records Management Program with the names of people who should have permission in your department or office to tranfer, retrieve, and return records to ARMS. Also provide a street address for deliveries and pick-ups. The Records Management Program will then set up an ARMS account for your department or office.
  4. Pack the records in 10" x 12" x 15" boxes. These boxes may be ordered from Staples. See Item Number 825695.
  5. Affix the ARMS barcode labels on the narrow end of the box.
  6. Create an index or list of the records that your department or office is sending to ARMS. Be sure to include the barcode numbers in the list. Keep this index or list for your own records; use it to determine which boxes your department or office needs to retrieve when it needs a file in the future.
  7. Complete the Transfer Records to ARMS Form. Please fill out the form once for each box being sent to offsite storage. The form will only record the first and last file in each box, it will not include a complete list of a box's files. Instructions for the form are available.
  8. An ARMS representative will contact you to arrange a delivery time.

Your Deparmtent Already Has an ARMS Account

  1. Follow Step 2 above if barcode labels are needed.
  2. Follow Steps 4-8.

Retrieving or Returning Records to ARMS

  1. Complete the Retrieve/Return Records to ARMS Form. You can fill out this form a single time for up to seven boxes. Instructions for the form are available.
  2. An ARMS representative will contact you to arrange a delivery or pick-up time.

Payment Information

  1. Payments are usually made with a P-Card.
  2. Contact Eliot Wilczek at eliot.wilczek@tufts.edu or 7-4588 for rates.