Retrieving Records From The Records Center

The Records Center supervises the retrieval and re-filing of records held in storage at the University Records Center. Retrieval of records stored at the Records Center may be requested by authorized personnel only, either by mail, telephone, fax, e-mail, or by visiting the Center.

The following information will be needed no matter the method of request:
  • Requester's Name
    		•
  • Department
    		•
  • Post Office Box

  • Telephone Number
    		•
  • Name or Identification of Requested Records
    		•
  • Box Number
    		•
  • Record Location Number
    		•
  • Specify if the record is to be kept or check-out
    		•

    Other Information:
  • Mail:
    		•  The department representative will send a memo to the Records Center at P. O. Box 8147.
  • Visit:
    		•  The Records Center is located at College Plaza Room 1110.
  • Phone:
    		•  The phone number for the Records Center is 681-5417.
  • Fax:
    		•  The Records Center fax number is 681-0120.
  • E-Mail:
    		•  Send an e-mail message to - archives@georgiasouthern.edu.



    The Records Center staff will pull requests for records as they are received. Records are pulled on a first come, first served basis. The requested records are then sent to the department in the next mail pick-up. Exceptions are made for emergency or rush requests.

    If records are needed immediately they whould be designated as Rush. If the request is not designated as such, the records will be pulled and sent as outlined above. Rush requests are defined as files or documents needed in an extreme emergency situation (i.e., mandated by law). At the time of request the requestor should specify if the records are to be picked up or delivered through the campus mail.

    All records transferred to the Records Center remain the property of the originating department.

    All records requested will be forwarded to the department of orign. Access/reference will be provided only to authorized department staff. Only authorized employees within a department may make requests for files. If a department needs information from another department's records, the originating department has to contact the Records Center to authorize the request.

    Returning Records

    Records can be returned by mail or in person.

    Interfiling
    No interfiling of additional records into boxes already in the Records Center is permitted unless the boxes were originally transferred with that permission granted by the Records Center Director or permission is received from the director prior to sending them to the Records Center to be interfiled.