URM STAFFING UPDATES
Welcome Miko and Livia to the University Records Center as our new Records Center Warehouse Managers! Please be patient with box and shredding requests as the new warehouse staff are trained. In the meantime, continue to reach out by email for a faster response.
URM Records Center Updates
The following message about the records center is up to date, as is the rest of the URM website. The message will be updated should the situation at the records center change.
Due to a combination of poor environmental conditions, space limitations, and no staff at the University Records Center, we are unable to accept boxes for storage. URM is facing a 40-plus year backlog, and we can only shred a maximum of 200 boxes with our vendor. As a result, we limit the number of boxes we accept for shredding directly from departments each month to prioritize backlogged records.
Our new shredding vendor destroys records directly from boxes, so totes are no longer provided. If you need to shred a large number of records, please email recmgt@gmu.edu to request boxes. We do not have an estimated date for the resumption of storage services at this time.
We are actively trying to correct this issue and apologize for the inconvenience. Thank you for your patience as we work to clear the backlog at the University Records Center.
Retention Schedules Training Video
URM has a video available on the Training & Resources page to teach staff how to search the Library of Virginia Retention and Disposition General Schedules. This is a great resource for learning how to find the correct retention schedules for department and unit records.
Infolinx for Records Management
Infolinx is the system used by URM to manage and track physical records at the University Records Center. We require all departments to use this system to create new boxes for destruction or storage and to search for boxes already at the records center.
All boxes containing official records must be entered into Infolinx and have the labels placed onto them PRIOR to their arrival at the records center. We no longer accept PDF box labels sent to the URM email address or via inter-campus mail.
Due to the growth of electronic records deletion requests after the Microsoft 365 migration, URM requires all departments and units to enter electronic record information into Infolinx in the same way as boxes, but to specify it is an electronic record and the estimated file size in the Box Content field. For example: Matriculated Graduate Student Applications – Electronic records, 10 MB.
Please reach out to your department’s records coordinator for help with entering box or electronic records information into Infolinx as well as printing labels and requesting pick up of physical records. If your department or unit does not have a records coordinator, then view the New Records Coordinator steps on the Records Coordinators page.