Off Site Storage

Requesting and Transferring Boxes or Files

Creating Boxes/Files

To create a box or file that will eventually be stored in the State Records Center, an agency can use the tools available in the state records tracking system.

Requesting and Transferring Boxes/Files

To request or transfer either a box or file, an agency can use the tools available in the state records tracking system.

Delivery/Return of Boxes

Agencies in Jefferson City are able to have their boxes of records picked up from, and delivered to, their office building by the state records center by making a request through the state records tracking system. Agencies outside the Jefferson City area will have to arrange for the pickup and delivery of their boxes of records through other means.

Delivery/Return of Files

Requests for records, made through the state records tracking system and consisting only of individual files, will be mailed to the recipient by the state records center. When an agency wishes to return the file(s), the agency can place them in an envelope and mail it to the State Records Center at 600 W. Main, Jefferson City, MO 65102.

Ordering Records Center Boxes

All records stored in the offsite storage facilities must be packed in one-cubic-foot boxes, which are provided free of charge by the Office of Records Management. For agencies in the Jefferson City area that need empty boxes, a request will need to be submitted through the state records tracking system. Once the request is processed the empty boxes will be delivered. For those agencies outside the Jefferson City area, you will need to submit a request through the state records tracking system and then contact the State Records Center Annex at (573) 522-9629 to arrange for a pickup.

Damaged Boxes

If Records Management finds that a box has lost its structural integrity when picking up boxes, a label will be placed on each box notifying the agency that its contents must be reboxed, and the label reprinted, in order for the records to be returned to the Records Center. The individual returning the boxes will be notified by email that a box was not accepted for pickup, and the box will be transferred back to the user in SMART.

Boxes delivered by Records Management that have lost their structural integrity will be reboxed before they leave the Records Center. Exceptions include boxes that have been taped shut, or those that have indexing information written on the box or label. If an agency has requested a box with any of these exceptions, the box will be delivered and the label noted above will be placed on the box. These records will need to be reboxed before being sent back to the Records Center.

If you have any questions or concerns, please contact the Division of Records Management at (573) 751-3319 or by email at recman@sos.mo.gov.