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For information and assistance regarding records management, please contact the University Records Manager, Zach Brodt, at firstname.lastname@example.org or 412-648-3164.
The University Records Management office has prepared a helpful URM FAQ (PDF) explains in more detail the services offered to University of Pittsburgh departments. A periodic URM Newsletter (PDF) also serves to inform users of updates and general reminders.
Records management services with Business Records Management, Inc. (BRM) does not include University of Pittsburgh regional campuses, University of Pittsburgh Medical Center and University of Pittsburgh Physicians.
In 1999, the University of Pittsburgh assigned the records management program to the Archives Service Center and entered into an agreement BRM to house inactive records at a remote facility. Prior to that action, the records management program began in the Business Services Office in 1977.
The primary purpose of the University Records Management program is to provide for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records. Records administration covers the management of records, regardless of age, to meet the administrative, financial, legal and historical needs within the University of Pittsburgh’s offices and departments.
In fulfilling its mission, the program:
- Develops, maintains, and distributes policies, guidelines, and training to outline procedures for offices and departments to comply with internal practices, as well as state and federal laws relating to their responsibilities for records retention and preservation.
- Works closely with University departments to ensure the proper management of records by establishing schedules of commonly held records in order to facilitate their retention, disposal or transfer to the archives.
- Sustains and monitors the relationship with the University’s official repository of inactive records, Business Records Management, Inc. (BRM).
- Inactive records storage and services (please be advised that fees for the purchase of any storage materials will be charged to your department - i.e., for box purchases)
- Records destruction
- Development of retention schedules
- Consultation on vital records identification and protection
- Training on the classification and inventorying of records
The storage of inactive records for University offices and departments is one of the services offered by the University Records Management program. The main intent of off-site storage is to move inactive records out of expensive University office space and occupied filing equipment and into a low cost, service-oriented storage environment. To this end, the University of Pittsburgh currently utilizes BRM for off-site storage and service needs for all inactive records with retention periods.
All records of a permanent or historical nature should be transferred to the University Archives (for instructions on this process, please visit Procedure for Sending Records to the University Archives (PDF).
BRM employs procedures that ensure physical and intellectual control of records, including:
- Physical security and protection of records from natural disaster
- Option of environmentally controlled storage areas
- Protection of confidential records from unauthorized users
- 24-hour delivery service
- File-level tracking
There are two shredding options available at no-cost to University departments. Paper documents and some alternative media may be sent to BRM for destruction as follows:
- Bin/console rotation
- Unbarcoded destruction
Please review the Procedures for Destroying/Shredding Records (.PDF) document for more detailed information about the options available to University offices.
Departments should be aware that all University equipment that an office would like discarded must be channeled internally through Surplus Property at Pitt. Their unit is responsible for ensuring the items are discarded in accordance with University policy and do so through the scope of their program for University offices. Please visit their web site for further information.
Additionally, if you need to discard equipment that is considered a capital asset (defined as items that have an acquisition cost of at least $5000, have an estimated life of at least two years, and are bought through a capital subcode 6100-6199), you must consult Capital Asset Management.
During the summer of 2000, staff completed record retention and disposal schedules for the Office of the Provost and a General Record Retention Schedule (PDF) for the offices, departments, and units reporting to the Provost. The current effort of the records management program is to assist in completing records schedules for other University offices, departments, and units and facilitating the transfer of inactive records to BRM, and historical records to the University Archives.
The University’s Financial Retention Schedule is produced and maintained by the Office of Budget & Controller. The schedule serves as a guideline for Budget and Controller departments and as a recommendation for other University departments.
Attendance at a training session is a requirement for establishing a new records services account through University Records Management. As part of the account creation procedure, a training session will be scheduled with your office.
For accounts already established, the University Records Management office provides training to University departments on an as needed basis throughout the year. To arrange a session for your office, please contact the Records Manager.
In addition, University Records Management offers a bi-annual course in the Faculty and Staff Development Program. To sign-up for this course, you must register through the Human Resources’ program.
The University of Pittsburgh utilizes BRM as the contracted supplier only in respect to off-site files and records consisting of paper and alternative media. All other services are outside of the scope of this agreement and are considered special projects. The University Records Management office should be notified in advance of any requests for services to be placed on behalf of established Pitt accounts that may contain the following:
1.) Orders placed at addresses not on file for the account. This includes orders for services at personal residences, as well as requests for service outside the Oakland campus area.
2.) Any orders outside of Allegheny County.
3.) Orders placed for destruction that involves records clearly not owned by the University (i.e., boxes that have BRM barcode labels not affiliated with the University).
4.) Destruction or moving requests that involve furniture, general office equipment, computer equipment (terminals, hardware, etc.), medical equipment, and filing cabinets.
If any of the above-mentioned requests are needed, accounts should notify the University Records Manager by telephone or email prior to placing an order with BRM.
The following forms are available to assist you in utilizing University Records Management services and managing your off-site storage account:
- BRM Box Prices: 2010 (PDF)
- BRM Delivery and Pick-Up Schedule (PDF)
- Circulation Policy for Materials Withdrawn from BRM (PDF)
- Procedure for Destroying/Shredding Records (PDF)
- Procedure for Sending Records to the University Archives (PDF)
- University Archives Records Transmittal Form (PDF)
- Requesting an Extension of Review/Destroy Date (PDF)
- Retention Period Guidelines for Items Sent to BRM (PDF)
Itemized Service Program Forms
The following forms must be used by accounts utilizing BRM services as of August 3, 2009 for all storage, delivery, supply and destruction orders. Should your office require any assistance in completing the forms, please contact the University Records Manager, Zach Brodt, at email@example.com or 412-648-3164. Or please see the available instructions pertaining to this service.
- BRM Box Retrieval and Return Request (PDF)
- BRM Files and Documents Retrieval Return Request (PDF)
- BRM Records Destruction Order Form (PDF)
- BRM Records Storage Form- New Box Submissions (PDF)
- BRM Records Storage Form- Revised Transmittal Data (PDF)
- BRM Supply Order Form (PDF)
- BRM Itemized Service Program Instructions (PDF)