Inactive Records Center

Records that do not have retention schedules may be stored in the IRC, provided the department agrees to the development of a retention schedule for their records. Records designated as non-office (department copies of fiscal records, blank forms, magazines, books, private material, etc.) are not accepted into the IRC unless there is a special circumstance that requires the retention of these items.

Records stored at the IRC remain under the control of the sending department. The IRC personnel will not allow any individual, except Penn State auditors, to access department records without the permission of the department. Auditors will notify the department of any need to access IRC records prior to accessing records.

All records are stored in a security-controlled environment. Offices can access these records at the IRC during regular office hours, or records can be delivered as needed. Smaller numbers of pages can be retrieved and copied or faxed depending on the confidentiality of the material needed.

We provide storage of confidential material, microfilming, and recyclable records disposal. Pickup and delivery services for storage and deliver any records that need to be returned to your office are available for a minimal fee.

Records transfer, retrieval, and destruction

Transferring Records to IRC.

Records must be stored in 12”x15”x10” Bankers Boxes. The IRC Transmittal Form and the Box Contents Form must be completed and accompany the boxes to the Inactive Records Center. To obtain the boxes and necessary forms, contact the Inactive Records Center and they can be delivered to your office or you can pick them up.

Once you have completed the necessary forms, attach them to the boxes. You can bring the boxes to the IRC or contact 814-865-3276 or email your request to kmp33@psu.edu and ask to have Courier Services pick up these boxes and deliver them to the IRC.

Retrieving Documents from the IRC

Requests for records may be made by telephone 865-3276, fax 865-3278 or email kmp33@psu.edu.

A request may be made for the return of the actual file or box, or for a photocopy of the record. Information may also be given over the telephone or faxed to your office if you like depending on the confidentiality of records.

When making a request for a record, you will need to give the IRC personnel the box number, location number and a detailed description of the record needed.

Records requested for return to the department can be picked up or transported via Courier Services. Request received by 11:00am will be delivered to the department that afternoon. Requests received after 11:00 am will be delivered to the department the following day.

Returning Documents to the IRC

When a file or box needs to be re-file, please contact the IRC at 865-3276 or email kmp33@psu.edu to schedule a courier pickup.

Destruction of Stored Records

When records located at the IRC are due for destruction or transfer to Archives, a “Destruction Authorization List” will be sent to the department for approval. This needs to be signed by the department and returned to the IRC.

The IRC will also get the signature of the Penn State Archivist or Records Manger before any records are destroyed. Once the “Destruction Authorization List” with the proper approval is received by IRC the records will be pulled and destroyed by shredding.

Blue Bag Shredding

We also shred sensitive materials (financial records, health-related information), anything with Personal Identification Information on them. There is a once a year subscription fee for the services.

Please contact Al Matyasovsky at 863-4719 or email him at aem3@psu.edu for more information about joining the Blue Bag Program