Storage process

1. Evaluation

Ensure that you have evaluated the most effective solution for your records (if not refer back to Physical record decision process (Office document, 409kB). Restore will prepare a Schedule of Works for your approval, for larger or more complex requests, to ensure the estimated costs and your requirements are understood.

Additional boxes and barcodes can be ordered from the Admin Team: 0333 220 7811 admin@restore.co.uk or from the Restore Portal.

2. Purchase order

Raise a Purchase Order on MyERP with ‘Restore plc’ (ERP Supplier no. S313042) for an appropriate amount, with the text “Terms and conditions per the relevant ESPO agreement 2957” in the ‘comments’ box. The most practical process will be to estimate your annual costs and raise a call off Purchase Order.

If you need any advice around the process for raising a Purchase Order, look at guidance on MyERP or contact Finance Services.

3. Box preparation

Fill boxes with your files and attach a bar code to the side of each one in the space provided. You can provide your instructions to Restore either via their Portal or via email. Are you intending to use the Portal?

• Yes - go to step 4
• No - go to step 7

4. Access to Restore Portal

If you need to arrange for access to the Restore Portal or set up a team sub account, contact Restore Business Support: 01293 780055,  businesssupport@restore.co.uk.

You may need a sub account for your team to ensure that other teams cannot access your records and that invoices can be sent to the correct teams. Check guidance in the Restore portal guide (PDF, 1,077kB).

5. Order additional boxes

Order any additional archive boxes or bar codes as required from the Restore Portal.

6. Update Portal

Enter details of the barcodes and box descriptions for the boxes that you need collecting on the the Restore Portal.

Under the heading 'Inventory' click on 'Container', then under 'Options' click on 'Add'. Think carefully about the box description to aid future retrieval. Click 'Submit' to add the box. The Portal also allows you to add in additional indexing for the files within a box, although you can ask Restore to do this for you.

Continue to add any additional boxes in the same way.

Once you are ready to instruct restore to collect the boxes, from the main page select 'Getting Started' from the 'Order' menu.

Follow the appropriate options under 'Add Items into Car't as per the Restore Portal Guide and 'Check Out' when ready.

• If you need further help with indexing, go to step 7
• If you do not need further help with indexing, you have completed the process.

7. Indexing

Do you need detailed indexing of the files stored in the boxes?
(This could be either the name of a file and/or info within it.)

• Yes - carry on reading
• No - go to step 7.a 

Are you intending to provide your own file index information or do you need Restore to transcribe this for you by reviewing the files in the box(es)?

Please be aware that a request for Restore to do this could significantly increase costs.

• Restore to transcribe: go to step 7.b
• Provide own file index: go to step 7.c

7.a Collection no indexing

Ensure you prepare clear instructions for Restore regarding the box titles / corresponding barcodes and collection arrangements. All boxes should be barcoded.

Use the Box Inventory Sheet of the Archive inventory template (Office document, 581kB) to list the boxes that are to be stored.

• Go to Step 8

7.b Collection Restore indexing

Ensure you prepare clear instructions for Restore regarding the box titles / corresponding barcodes and collection arrangements. All boxes should be barcoded.

Use the Box Inventory Sheet of the Archive inventory template (Office document, 581kB) to list the boxes that are to be stored. In the appropriate fields specify the details for indexing by Restore.

• Go to Step 8

7.c Collection University of Bristol indexing

Ensure you prepare clear instructions for Restore regarding the box titles and corresponding barcodes and collection arrangements. All boxes should be barcoded.

Use the Box Inventory Sheet of the Archive inventory template (Office document, 581kB) to list the boxes that are to be stored.

Provide details of the index values, using the File Inventory Sheet of the Archive inventory template (Office document, 581kB) to list the files and index fields to be recorded.

• Go to Step 8

8. Instruct

If you have not already done this via the Portal, you will need to email instructions requesting Collection, Box Descriptions or File Indexing to Restore Admin and Restore Support. Send your email to all three email addresses when you contact Restore: admin@restore.co.uk; businesssupport@restore.co.uk; dawn.greenwood@restore.co.uk.

• Quote your account code in the email heading. If you do not know your account code, ask the University of Bristol Service Manager or Restore Admin Team who can be contacted on 0333 220 7811.
• Include an address for the collection, along with a contact who will be available to brief the driver on the day.
• Attach your Storage Inventory Spreadsheet to the email (if it contains personal data, you should do this via a One Drive link instead, with access given to dawn.greenwood@restore.co.uk).
• Keep a copy for your records.

Make sure your boxes remain in an appropriately secure location until they are signed for e.g. not left unattended in a reception area.

For information, the Restore Admin Team manage collections and the Restore Support Team manage the upload of data.