13.1. Warehouse Storage Guidelines

The following guidelines have been established to ensure that when items are sent to the Warehouse for storage, they will be safe, secure and easy to locate when needed.

MISCELLANEOUS MATERIALS, SUPPLIES AND FILES

1. All records for storage must be placed in a regulation file storage box. Airtight plastic containers (Rubbermaid style) are also acceptable. These items can be obtained through the Epylon system.

2. All boxes must be identified with the ORANGE Warehouse storage label. (SEE ATTACHMENT) The label must be filled out completely, showing department, contact person, destroy date and the box number according to your file tracking system, and
attached securely to the end of each box.
3. Warehouse personnel do not keep track of or update your inventory, we utilize our own system if you remove a box from your inventory you are responsible for updating your inventory
4. The destroy date must be noted; permanent is not normally acceptable. Most files must be kept for 5 years and then should be either re-evaluated, thrown away or shredded. The contact person listed on the box will be notified when files have expired and asked for an updated disposition. There are exceptions to the 5-year rule according to significance, Departmental policies or contents of Historical or Legal nature. Therefore all items must be correctly marked.
5. It is the department’s responsibility to keep a numeric list of your department boxes stored at the Warehouse. Use the box number on the ORANGE label for this purpose.

6. If a stored box OR FILE needs to be delivered to the department from the Warehouse, please e mail Warehouse personnel with the department name and box number. Notify Warehouse personnel again when items need to be returned to storage.

7. Due to limited storage space, items that have no apparent use or value and/or are outdated should not be stored at the Warehouse, but should be marked for auction or re-issue.

EQUIPMENT
Equipment stored in the Warehouse must also be identified with an ORANGE label. Equipment cannot be accepted without properly completed labels.

1. To have equipment picked up for storage, please submit a Work Order for Maintenance to pick up and deliver the item(s) to the Warehouse.

2. Please have the ORANGE label completed at the time of pickup. If the equipment is to be auctioned or re-issued, this information must be clearly noted in the destroy date area of the label.

3. Re-issue of surplus equipment is available only after monthly notification has been sent and request to do so is made by Division Administrator or Director.

Here is the current storage label. Please print on ORANGE card stock paper.
If you have any questions regarding the above procedures, please contact Warehouse personnel, (661) 852-5840.