Administrative Services Annex (ASA) / Hooks Building
This off-site facility's purpose is archival storage space for departmental records to alleviate crowded conditions in individual work areas. Materials required to be maintained for future reference or audit purposes can be sent to ASA/Hooks.
- Materials transferred directly from a department must be documented by box number, department/section, phone number, content, year of material, and earliest possible destroy date. Appropriate labels must be acquired and accurately completed/affixed to all file boxes.
- Banker boxes are required for file storage, as these are easier to store and retrieve from the shelves.
- A copy of the box listings must be maintained by the department and forwarded to the Records Management manager.
- Files will be retained in the ASA Building until otherwise authorized (reference "Departmental Annual Site Visit" below).
DEPARTMENTAL ANNUAL SITE VISIT: Annual visits to the facility are REQUIRED of each department to reassess their stored material retention and to purge (confidentially discard) records no longer needed.