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SUNY Downstate Medical Center
Central Stores

Archive Document Storage & Retrieval Service

Central Stores INFO

Phone: 718-270-1514
Fax: 718-270-1266
MailStop: 61
Email: Reception Desk - Gail Moore and Gerald Page
Location: UH B-526 (Enter thru Downstate Depot Reception UH B-530A; opposite Medical Records)
Hours: M-F 9am to 5pm. Your order must be received by 4:45 pm in order to be processed by 5pm.
Asst Director Kevin LeDoux, 718-270-4254
Deputy Director Victor Haynes, 718-270-3074

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For Older hard copy records, SUNY DMC has an outside vendor service for all archive record storage and retrieval. Departments are highly encouraged to utilize this service where feasible so that you department space can be more effectively used for your departmental mission.. The current vendor is CitiStorage. Below are the instructions to use the CitiStorage service. CitiStorage services are recharged through your Central Stores Recharge Account (Object code 9200).

QUESTIONS? Contact the Downstate Depot/Central Stores Reception Desk.

FIRST TIME USERS: Need to establish a new CitiStorage account by completing the CitiStorage Account Set Up form and a DMC Purchase Requisition Form for your estimated annual expenses; send both to Central Stores.

EACH NEW FISCAL YEAR, you must complete a new Purchase Requisition Form at the start of each new FY for your estimated annual expenses and submit to Central Stores.

DON'T PAY TO STORE UNNECESSARY RECORDS! When you place records in storage, your department will continue to pay for the monthly storage, so it is important that you at least annually review the list of records that your department has in storage and that you destroy records that are no longer required to be retained. When new files are sent for archiving, you will be required establish the destruction date for the files. The NYS Archive guidelines for record retention can be found online.

Is Onsite Electronic Document Imaging Right For Your Department? For information regarding how to set up and use DMC's online electronic document imaging service, contact the DMC Contracts Office (Maureen Crystal, Contracts Director Ext 1976 (718-270-1976).

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