Administrative Services Annex (ASA Building), formerly known as HOOKS
This off-site facility has been provided for the purpose of archival storage. It provides additional storage space for departmental records, thereby relieving crowded conditions in Central Files and in individual work areas. Only material required to be maintained for future reference or audit purposes will be sent to ASA.
- All material transferred from Central Files, or directly from a department, to ASA must be documented by box number, department/section, content, year of material and earliest possible destroy date. Appropriate labels must be acquired from Central Files/FREH Operations Staff, accurately completed and affixed to all file boxes prior to shipment to ASA.
- Once documented, a copy of the box listings must be maintained by the department and forwarded to Central Files and the FREH Operations staff member responsible for the ASA Building (currently second floor operations).
a. Request for Material: Requests for material at the ASA should be submitted to the First Floor Service Staff (or placed directly in the "ASA" mailbox). Each request should be clearly labeled "ASA" or HOOK's to avoid confusion and lessen the chance of misfiled records. File requests for the ASA Building must be completed in full and should not be forwarded to Central Files.
b. Retrieval: The Building Deputy retreives requests from the ASA Building on Tuesday and Thursday afternoons. If an immediate need for material at ASA exists and Operations staff are unavailable, keys are available for retrieval by the departmental staff by contacting the First Floor Service Staff.
c. Returned Material: Material to be returned to the ASA Building should be clearly marked "Return to ASA" or "Return to Hook's" and forwarded to First Floor Service Staff or placed in the ASA mailbox.
d. Files will be retained in the ASA Building until otherwise authorized (see below).
Annual trips to the ASA Building should be planned by each department to reassess retention of material stored at this building and to purge records that are no longer needed. If physical trips to the facility are not possible, departments should communicate to FREH Operations Staff the box numbers that can be purged (this is usually done at or shortly after the end of the fiscal year).