Rosemount Research Center

Rosemount Storage and Carlson School Storeroom Policies & Procedures

Appropriate use of space, environmental health and safety, and security are all factors that need to be considered when disposing, retrieving, or transferring records to Rosemount Storage or the Carlson School Storeroom. The University of Minnesota/Carlson School of Management will not be held accountable in any way, or any commitment or transaction made verbally (i.e., person to person, via telephone) for lost, damaged, or missing materials stored at Rosemount Storage or the Carlson School Storeroom.

Rosemount Storage Center reports no major environmental health and safety issues with the storage spaces. The storage houses have no temperature controls, but there are no problems with service persons disposing, retrieving, or transferring records throughout the seasons.

The Rosemount Storage Center requires a designated person from each of the schools on campus to be the primary contact with the Rosemount Property Manager, Kathy Boudreau. The Carlson School Building Manager, Deb Savage, will be responsible for contacting Rosemount to send and retrieve boxes and to ensure that the school’s policies and procedures are enforced within the school.

Rosemount Storage Center does charge a yearly fee that is determined by the amount of square footage (sq. ft. X $1.75) used to store Carlson School materials for all departments, and this cost is incurred through the building budget. Departments will need to provide a budget number to pay costs associated with disposing, retrieving, and sending of boxes. Each department is limited to a number of boxes to be stored at Rosemount; the Building Manager must approve additional boxes beyond this limitation. There is no charge for storing materials in the Carlson School Storeroom (policy located at the end of this document).

Boxes that require long-term storage containing materials of continuing value and are accessed infrequently should be sent to Rosemount Storage. Further advantages of transferring records to storage are increased efficiency in the overall use of records and controlled destruction of records when requirements for their retention have ended. The Carlson School does not permit staff or faculty to store personal items.

In accordance with the University of Minnesota Retention Schedule, individual departments are responsible for the storage of materials classified in these procedures. However, the available storage areas are limited. Therefore, prior to transferring records the department administrator or assigned person must make an appraisal of the records to determine the retention period and which material can be destroyed. We must monitor these procedures in order to keep storage costs at a minimum.

QuickPlace Storage System

The QuickPlace Storage Program will allow departments to electronically track materials stored at the Rosemount Storage Center and the Carlson School Storeroom. Carlson School departments or program offices are required to use this system.

The QuickPlace Storage System must be used to log pertinent information about the materials being stored within each box sent to both locations. The department administrator or designee will be the only person granted access rights to enter, delete, or edit information. The building manager will have overall access to this database storage system.

Access Carlson School Box Storage System »

Storage Boxes

Boxes sent to storage must use the QuickPlace external boxing label and include a copy of the description information placed inside the box. The box label must be taped at each end of the box.

Materials should be packed in a sturdy box with a secure cover. UStores stocks boxes.

Boxes should not be overpacked. It is suggested that files be stored in an upright position so identification labels can be read.

Records which need to be stored permanently should be stored separately from those with a disposal date.

Retrieval

Rosemount Storage Center has routine deliveries and pick-ups on the St. Paul/Minneapolis campuses. Rosemount service person will deliver and pick-up boxes at the school on Fridays between the hours of 8:00 a.m. to Noon. Departments must contact the Building Manager at least two days in advance, provide a budget number, and give a room location. Rosemount charges approximately $36 per hour, round trip. There should be absolutely no boxes put on the Carlson School loading dock for pick-up because there is a high risk that the boxes might be trashed.

Disposal

The disposal date entered in the QuickPlace Storage Box System and inserted on the standard box label is only for the use of the department. Rosemount Storage Center will only dispose of boxes when receiving a written document from the department administrator which clearly identifies the box number(s) to be disposed; a budget number must be provided. This information can be mailed to the Property Manager:

Kathy Boudreau
Rosemount Research Center
15325 Babcock Avenue, Rosemount, MN 55068
Email: Kathy Boudreau, or fax at 651-423-4710.

The Carlson School Building Manager will contact the department administrators at the end of each fiscal year to determine the number of boxes to be disposed from the storage areas. There could be cost savings and time saved to have disposal of materials discarded at the same time. The disposal costs charged to each area will be determined according to the amount of disposal needed for each area.

Rosemount Storage Center does provide disposal services. When materials are disposed, they provide a standard 30 yard dumpster for a fee of $600, plus a labor charge of $26 per hour to transport materials from the storage building to the dumpster. Rosemount does not supply paper shredders or confidential bins.

University Recycling does provide recycle bins and confidential bins; phone number is 612-625-6481. Recycling bins on wheels are located in the Recycle Room (L-135) in the school's dock area. University Recycling does empty the bins weekly on Mondays, Wednesdays, and Fridays. Departments must supply paper shredder for disposing of any confidential materials.

Carlson School Storeroom, Room L-139

• The double-doors at the main entrance allow for delivery of boxes on pallets; please make sure the doors are secured and locked before you leave.
  
• The storeroom should be used only for short-term storage. Records and program materials which need frequent, or at least annual, access can be stored. Keep the aisles clear for traffic by storing ALL items on your assigned shelves. Nothing should be stored on the floor or the end of the aisles.
  
• Use the QuickPlace Box Storage System instructions when storing items in the Carlson School Storeroom.
  
• Departments or programs are responsible for the maintenance and cleanliness of its assigned space. This includes paying costs for any maintenance or repairs needed. Place empty pallets in the loading dock area for disposal. Do not block aisles.
  
• Boxes, especially of heavy weight capacity, should be placed evenly on the storage shelves to avoid damage. The manufacturer recommends not to exceed capacity weight of 625 lbs. for each shelf. WARNING!!! Use caution when lifting heavy boxes -- don't injure yourself.
  
• There is a small area at the front of the room for storage of reusable desks, file cabinets, chairs, and other related items that can be used within internal office space. The Building Manager must approve any items removed or added to this area. Contact the Reuse Program Warehouse for other available recycled furniture.
  
• Contact Building Manager to discard recyclable or reusable items. DO NOT dispose of items in public areas such as hallways or the loading dock area.

Contact Information: Carlson School Building Manager: 612-624-3842

Reuse Program Warehouse: 612-626-9152 or www.reuse.umn.edu