Records Center Storage and Retrieval of Inactive Records

Records Centers

Portions of both the Jefferson County Administration & Courts Facility building and the Laramie Building serve as Records Centers for storage of inactive County records. Inactive storage is designed to maintain records that are rarely accessed but have not yet reached the end of their retention period.

Records held in the Records Centers are in the physical custody of Records Management & Archives, but all authority and responsibility for the records is retained by the department or division of origin. RM&A can not serve inactive records to the public. Also, records can not be destroyed without express consent of the department of origin.

Transferring Inactive Records

To transfer inactive records to a Records Center (as an internal function), please complete the most current version of the Inactive Storage List Data Entry Form at the following link in Livelink: http://amos:8081/go/livelink?func=ll&objid=24471909&objaction=open
leaving the shaded columns blank. The form must have the appropriate Records Retention Schedule Number and Item Number in order for the transfer process to begin. Instructions for finding and entering the correct information are available on the first page of the Inactive Storage List Data Entry Form.

To navigate to the most current and correct Forms and Records Retention Schedules are in Livelink. Select:

Jeffco Employee Intranet
Online Services
Livelink ECM
Enterprise Workspace
Your Department's main folder
Records Management
Alias to Forms and Records Retention Schedules

When necessary, create a separate Detail List which outlines the contents of each individual box. Detail Lists aid retrieval of records over time. There is no required form or template for Detail Lists.

Email the completed forms and detail lists (once again please send the form in the original format) to Records Management as an attachment. Once we receive your request, it will be reviewed for completeness and pick-up of the boxes will be scheduled on the FIFO method. Generally speaking, we will continue to honor our current commitment to pick-up new storage within 5 working days once we have completed forms.

Retrieval of Inactive Records

Retrieval of inactive records is performed twice daily. To ensure same day service, retrieval requests must be received by 2:00 p.m. Retrieval requests received before 9:00 a.m. are given first priority and are usually delivered that same morning.

To initiate the retrieval process, e-mail Records Management with the following information:

Storage List Number
Box Number
Record Title or Description
Year of Record

If you do not know the Storage List and Box Number, this information may be found at the following link in Livelink:
http://amos:8081/go/livelink?func=ll&objId=361911&objAction=browse&sort=name
Select your department or work group name and then download the report called Records Stored with RM&A document. This report is updated monthly. Please contact Karen Hughes, if you have any questions about these processes at 303-271-8451.

Last Modified:Sep 30, 2009 09:55 AM