On January 22, 2008, a records management partnership was approved by the Board of Education with Cor-O-Van. Part of this partnership consists of a storage facility which includes a classification system designed to aid staff in the filing, retrieval and disposal of records regardless of format (electronic, paper, microform, etc.). This contract also provides the District with a confidential and cost-effective state-of –the-art facility to store permanent records.

Cor-O-Van has developed a comprehensive Client User Guide  which provides step-by-step instructions to follow when placing orders for retrieval, storage and/or destruction. Implementation of this program is occurring throughout all divisions, departments, facilities and schools in the San Diego Unified School District. Please see the Cor-O-Van Frequently Asked Questions  for additional information.

Each division, department, facility and school site will be responsible for the storage fees associated with their own records or records they are required to maintain. See schedule of fees .

Cor-O-Van’s staff provides customer service and support Monday through Friday, 8am to 5pm. Staff is encouraged to contact the District’s sales representative, Stuart Johnson, at (858) 748-1100 or by cell phone (858) 349-0728, with questions the customer service team was not able to answer. For information on setting up an account or for existing account information, please contact:

Cor-O-Van Records Management, Inc.
12375 Kerran Street, Poway CA 92064
(858) 748-1100
Fax: (858) 748-9506 Attn: Tracy
http://www.corovan.com/index.jsp

The following forms are necessary in order to open an account, to place pick-up and delivery orders, and for destruction requests:

• Schedule of Fees 
• Security Request/Web Profile Form 
• Container Transmittal Form 
• Destruction Request Form 
• Service Request Form
• Inventory Report Request Form 

A records center can turn into a costly operation if its function is not understood clearly. It should not be a burial ground for dead records. Nor should it contain relatively active records. It should contain those records not active enough to justify continued retention in the office, but which must be available for a specified period of time on an intermittent reference basis, or to satisfy legal requirements.

Destruction of records stored at Cor-O-Van is not automatic when the retention period expires. The Records Custodian will need to monitor annually what records are to be disposed of and will need to notify Cor-O-Van on a completed Authorization for Destruction of Records that the records are subject to destruction. The records will be destroyed when the original copy or the Computer Printout has been returned showing the Account Manager's signature, indicating that the records are approved for destruction.

Cor-O-Van can provide a list of material a department or school site has on deposit upon request. Account information can also be accessed through their website. It is important to keep track of records on deposit at Cor-O-Van, and can be especially helpful when approving payment of monthly billings.

Although participation in the use of Cor-O-Van’s services is not mandatory for all sites, each school or department is responsible for assigning a “Records Custodian” and following all legal requirements addressed herein, including the identification and storage of records.