Records Management at Minnesota State University, Mankato: University Records Center Retrievals

This is the second installment of a three part series about Records Management at Minnesota State University, Mankato.  Read the first part and the third part coming soon!

So you have handily transferred your materials to the University Records Center.  Now you need to get a file back!  What to do, what to do?  Submit a Retrieval Request!

You know the old phrase "Garbage in, garbage out"?  Well, in this case, that phrase is definitely true!  Remember your carefully constructed University Records Center Transfer form?  Now your exceptional organizational skills with either help you to sink or swim when submitting your Retrieval Request.  Do you remember what you carefully filed into each box that you transferred?  Were you lucky enough to have compiled a complete inventory of each box, or is it possible that you can determine what is in each box by just looking at the box title?  The answer to both of these questions may be yes or no.  

Hopefully, you kept a copy of your original transfer form and either a complete inventory of each box's contents or can tell by the box title, because that is the most important question when it comes to University Records Center Retrieval Requests.  Be prepared to provide the following:

• Box title
• Folder title, if you just want a specific folder, and that's just fine by us.
• Date, or a general time frame, of the original transfer.

But the single most important rule regarding Retrieval Requests, is that we need your request in writing.  We have to have the proper documentation of your request so put it in writing.  We can accept either the online Retrieval Requests or you can email us with your request details at archives@mnsu.edu.   

• How do I get my retrieval?  The MSU Archives staff will bring your requested file or box to you at  your office. 
• What do I do with the file or box when I no longer need it?  Give Anne at 507-389-1964 or Mee at 507-389-1029 a call or email us at archives@mnsu.edu for a pick up so that we may return your requested file or box to the University Records Center. 
• How long can I keep my requested file or box?  As long as you need to.  We will probably contact at the end of each semester to see if you are ready to return your materials but you can keep it indefinitely if necessary.  The materials still belong to you.  We are just storing them for you.

And as always, feel free to call Anne at 507-389-1964 or Mee at 507-389-1029.  We are happy to assist you with your University Records Center requests!


Anne Stenzel is an Archives Technician specializing in digitization at Minnesota State University, Mankato. She looks forward to your Records Management questions and comments below!