Storage of Information at Rosemount
Appendix to Policy
Rosemount Research Center is available to the University community for storage of information and other unique items. The Rosemount Research Center consists of a series of old wooden barracks/buildings that are used to store everything from paper records to tools and vehicles.
Information is stored at Rosemount according to space allotted. Space is allotted by either room or area of the building, and many times information from various departments and units are stored in the same areas.
Buildings are locked at all times and only Rosemount personnel have access to the buildings. There are no environmental or pest controls inside the buildings at Rosemount. Records are subject to rodent and pest infiltrations, as well as temperature fluctuations. Because of this, only records that have retention periods of less than 10 years should be stored at Rosemount. This is because the conditions at Rosemount are hazardous to the paper being stored and can result in fading, mold, mildew, or other damage. Records that are considered vital to the University should not be stored at Rosemount. Vital records contain information that is necessary for business continuity in the event of a disaster or emergency.
With the increased regulations on storage of private information such as social security numbers and credit card numbers, the University must take care to maintain the security of information stored at Rosemount. These guidelines have been written to assist those colleges, departments and units storing information at Rosemount Research Center. Use of the guidelines will only help to minimize the risk of storage. Because of the nature of the storage, those choosing to use Rosemount Research Center for storage of private data are responsible for any breaches of security of that information. Any unit that becomes aware of a breach of security of its information must notify University officials in accordance with the Administrative Policy on Reporting and Notifying Individuals of Information Security Breaches.
- Only paper records may be stored at Rosemount. Electronic records are not able to withstand the conditions found at Rosemount.
- Vital records, or those records that are necessary for business continuity in the event of a disaster or emergency should not be stored at Rosemount. Questions about vital records should be directed to the Records & Information Management Office at 612-625-3497.
- Records stored at Rosemount should have a retention period of less than 10 years. Records with long retention periods stored under the conditions at Rosemount are likely to be unreadable because of fading or other environmental and pest hazards.
- When boxing records for storage at Rosemount, only use 1 cubic foot boxes with removable lids. These boxes are sturdier than the larger banker boxes, are easier to move when necessary, and hold up better under the conditions present.
- When new boxes of information are moved into Rosemount, de-identify boxes storing private information. Use only numbers on the boxes and keep an itemized index of contents in your office. Do not label boxes with the content identified on the outside of the box.
- When new boxes of information are moved into Rosemount, use tamper-resistant tape on the boxes. Tamper-resistant tape will make an indelible mark on the boxes if opened. If you have reason to open the box while in storage, mark on the box who opened it and the date and re-tape the box.
- All traffic in and out of the storage areas in Rosemount will be managed. All visitors to the storage areas in Rosemount will have to check in at the office with University identification and will also have to check out at the office when business is completed.
- All information stored at Rosemount be destroyed once retention schedules have been met. Private data will need to be shredded. The Rosemount Research Center can help make arrangements for a shredding company.
If you have any questions concerning storage of information at Rosemount, please contact the Records & Information Management Office at 612-625-3497.