Overview

We can help your department store its physical records at the PCC records center for secure lifecycle management of your information assets. The records center improves effectiveness by providing space savings and records protection. It also offers quick retrieval of records as needed and disposition of stored records at the end of their life cycle. 

Getting Started

Before you request service for records storage please complete the following steps:

1. Inventory your records.
2. Reference your department’s approved file plan or AZ State records retention schedule (see Information Assurance and Records intranet page).
3. Determine the Retention Schedule and Item Number for the records you wish to store.
4. Determine the Disposition date based upon the Retention Schedule.
5. Determine how many boxes will be needed to store the outlined records.
6. Request Iron Mountain Storage boxes by clicking here or using the "Request Service" button on the right.
7. Once you receive the storage boxes, complete the Records Transmittal Sheet (reference the Records Transmittal Sheet EXAMPLE)
8. Send the completed Records Transmittal Sheet by clicking on the request service button and attaching the document.
9. Once reviewed and approved, add the bar codes located on the boxes to the appropriate section on the Records Transmittal Sheet.
10. Return the completed Records Transmittal Sheet to IAR. A member of the Information Assurance and Records Department will initiate a pickup of the boxes and will email you with a confirmation and pick up date.

Please keep the original copy of the Records Transmittal Sheet for your records and to assist you in requesting a box for retrieval from the approved retention facility. You do not need to provide a copy of the Records Transmittal Sheet to the individuals picking up the boxes.

Records Disposition Procedures

Information is at the center of everything an organization does: student recruitment and retention, finance, and compliance. How the organization manages that information and its public records can directly affect its ability to compete, comply with regulations, and operate efficiently. Records management is defined as the systematic control of records throughout their life cycle.

The final step in a records life cycle is disposition.  Records Disposition is key in records management. Pima Community College AP 2.15.01 and AP 9.01.08 outlines our Records Management policies which includes Records Disposition process. 

Records Disposition Process

1. Inventory your records
2. Reference your department’s approved file plan or AZ State records retention schedule for guidelines regarding how long you retain a record (see Records and Information Management/Information Assurance Intranet Page)
3. Determine the Retention Schedule or approved department file plan for the records you wish to destroy
4. Determine the disposition/destroy date based upon the end date of the record and the retention period stated on the AZ State records retention schedule.This will determine if you are able to destroy the records.
5. Complete the Certificate of Records Destruction using the information on the outlined AZ State records retention schedule or approved department file plan.See the Certificate of Destruction/Example located on the Records and Information Management/Information Assurance Intranet Page.
6. Pay close attention to the Records Series Title, Schedule Number and Item Number located on the retention schedule or file plan to complete the Certificate of Destruction
7. Send the completed Certificate of Records Destruction to pcc-records@pima.edu for review.Once reviewed and approved a signed copy of the certificate will be sent to you.This signed certificate initiates the approval for you to destroy the outlined records listed on the certificate
8. Records can be placed in the secure Beacon bins located throughout the college