Special Collections Research Center

Records Management

Off-site Storage

The University of Kentucky has contracted with Kentucky Underground Storage, Inc., (KUSI) in Wilmore, KY, for its off-site storage needs.  Their customer service contact e-mail is customerservice@kentuckyunderground.com.  To send boxes to storage, all UK units should work directly with KUSI via customer service or their Envision website for all procedures. 

The main KUSI Website is https://www.kentuckyunderground.com/.  Click on "Login" at the top right-hand corner, then on "Envision Web" to log into the records management system. 

Scroll down to see instructions for requesting or managing your customer account, requesting box pickups and retrievals, requesting destruction, and requesting scanning.

Instructions

Note:  The following procedures don't apply to KUSI accounts accounts related to patient records (via HIM unit) or any KUSI accounts related to UK Libraries collections.

To request a new KUSI account:

  1. Contact KUSI customer service.

To request pickup of new boxes:

  1. Do you have a customer account with KUSI?  If not, email customerservice@kentuckyunderground.com to get started.
  2. Do you have an online inventory account with KUSI?  If not, email customerservice@kentuckyunderground.com to get started.  Include your customer number.
  3. Do you have a UK transmittal inventory?  Use the same one you have been using.  Contact KUSI customer service for a template if you don't have one. 
  4. Create a pickup order via the Envision website and add the corresponding inventory name in the note section of the work order.
  5. Send an email to customerservice@kentuckyunderground.com with the inventory attached and the "customer account number-work order number" in the subject line of the email. 
  6. Once the web order and inventory are received, KUSI will send you the box labels and will schedule the pickup.

To request destruction:

  1. Request destruction of boxes via the ENVISION website or send an email to customerservice@kentuckyunderground.com 
  2. KUSI will contact the University Records Manager (URM) to approve the request.  
  3. The URM will work directly with you and your unit to complete the proper documentation required by the state.  See the "destruction" tab above  or contact us at uarp@lsv.uky.edu.  
  4. The URM will then approve the onsite destruction of the boxes at KUSI.
  5. You may also request that the boxes be delivered to you for destruction.
  6. You also have the option of requesting a permanent box removal (PBR) if the boxes will be delivered to you and won't be returning to KUSI.  KUSI will send a "PBR" request to the URM for review and approval.

To request box or file retrieval or pickup:

  1. Request pickup and retrieval of boxes or files already at KUSI via the Envision website or send an email to customerservice@kentuckyunderground.com
  2. Instructions are available under "Help" on the Envision website.

To request permanent return of boxes or files to your unit:

  1. Request permanent box and file removal via the Envision website or send an email to customerservice@kentuckyunderground.com.
  2. Instructions are available under "Help" on the Envision website.

To request scanning of a file:

  1. Request file scanning via the Envision website or send an email to customerservice@kentuckyunderground.com.
  2. Instructions are available under "Help" on the Envision website.

To add or remove authorized users from your KUSI account:

  1. Go to the KUSI website and Login to Envision web
  2. On the home page, click on "Help."
  3. Download the "Authorization Form" and follow instructions.

SCRC Front Desk and Main Entrance
Breckinridge Research Room
All Other Questions & Comments: WebAdmin@lsv.uky.edu