Document Management
Refer to IST's Imagine Service webpage for a solution for a document management, imaging, and workflow system.
Document Storage
Contracted Suppliers: Iron Mountain
For more information on DL tape backup/vaulting, document storage and recovery, search Contracts in BearBUY. If using Iron Mountain, complete a BearBUY Non-Catalog Form with supporting documentation. Assign or submit according to the unit’s workflow.
Property Management also has a Rental Storage Program. If any interest in their program, contact Property Management directly and work with them on the appropriate procedure. Do not initiate the order through BearBUY.
Relevant Policy/Procedures: See Business and Finance Bulletin BFB-RMP-2: Records Retention and Disposition: Principles, Processes, and Guidelines
Additional Resources: Also see the University of California Records Management website on guidelines for how long to keep administrative records.
Document Destruction/ Shredding
Contracted Suppliers: Iron Mountain
For more information on the agreement with Iron Mountain, search Contracts in BearBUY. If using Iron Mountain, complete a BearBUY Non-Catalog Form with supporting documentation. Assign or submit according to the unit’s workflow.
Non-Contracted Suppliers
If you wish to use a non-contracted supplier for document management, storage or destruction/shredding, complete a Non-Catalog Form with the name of the supplier and all required supporting documentation/ Route the request according to your departmental workflow. If the total rental cost is equal to or greater than $5,000, the order will be routed to a Campus Buyer.
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