Accessing Stored Records
Who Can Access My Records
Access to your records is limited to those individuals you designate. This is usually most or all of the individuals in your department who regularly work with the material. In the case of records of a more confidential nature, access can be limited to specifically named individuals.
Records Management never directly releases records to anyone who is not an employee of Dartmouth College, such as students, reporters, or the public. Requests for material from these users should be made to the department who owns the records, who can then request them from Records Management. The originating department may then release them as they see fit, in accordance with all Dartmouth policies and procedures.
Records may be accessed by a department other than those to whom they belong only by special arrangement. Requests from one department to see another’s records will result in Records Management seeking the permission of the Records Custodian before access is provided.
How To Make A File Request
Use the RMS Online system to request a file. This system ensures the most prompt and accurate fulfillment of your request.
If you are not a valid RMS user, or you cannot find what you are looking for in the online system, requests can be submitted via email. This provides an audit trail that is impossible with phone requests. However, if you are not sure what specific record you are looking for, describe it briefly in an email, and then give Records Management a call.
NOTE: When you make a request, having any cataloging or descriptive information available (see below), especially the File Number, will expedite the process.
- Department Number
- Series Number
- Accession Number
- Box Number
- File Name
- Approximate date of the material
- Approximate date sent to storage
Charging Out A Box
Like files, entire boxes may be charged out and delivered to your office. Obviously, due to the difficulty in moving complete boxes around campus, Records Management discourages charging out an entire box when requesting individual files can suffice. Like files, box requests can be generated through the RMS Online system, or made through email. Should you find it necessary to have an entire box (or even an entire accession) returned to your office, simply send your request to Records Management.
It is important, when you charge out entire boxes, to document any changes you make to the box contents that could out-date the Records Management computerized catalog. A form will be included in the box which will allow you to document any additions or deletions. Be sure to return this form along with the box.
Records Management makes one delivery run each day, using drivers provided by Central Stores. Any requests made before 4:00pm will be delivered the next business day. Requests made after 4:00pm will be delivered in two business days.
In some cases it may be useful for you or your staff to visit Records Management to perform more in-depth research. Research stations (including computer accessibility) are available on-site for this kind of research. Contact Records Management for further details.