How to Transfer Records

When you have records to transfer, please contact the University Archives. We can assist in planning for the appraisal and transfer. In some cases, it may be appropriate for Archives staff to visit your office to look at records being considered.

  1. Appraise the records.
    Use the records guidelines to determine which records should be permanently retained by the University Archives, which records are non-permanent but should be retained by your office, and those which you may dispose of.
  2. Contact the Archives for boxes.
    We use one cubic foot record boxes to make efficient use of space. Boxes are free of charge for records sent to the Archives and can be picked up here on any weekday.
  3. Neatly pack the boxes.
    Files and folders should be packed in the order in which they were kept in the office. A correctly packed box will have enough space to remove and replace a file folder easily but not so much space that the folders fall or bend. Please do not send us records in hanging files or loose-leaf binders, as they take up space and add weight.
  4. Label the boxes.
    Label each box with your office or department name, type of records, and the dates included in each the box. Number the boxes using the "Box 1 of 6" method.
  5. Make a list of box contents.
    Until your records are processed, they will be stored off-site. An accurate box list is essential for retrieving files should you need them. The box list should include the number of the box and then the title of each folder exactly as it is written on the label. Keep a copy of the box list and make a copy for the Archives.
  6. Coordinate the delivery of the boxes with archives staff.
  7. Complete a Records Transmittal form.
    Once we receive the records, we will ask you to sign a Records Transmittal Form. This form is used to list the records series and to transfer legal custody.

After transfer, we will provide reference services for the creating office. Should you need a record for temporary use, we will provide a photocopy. If you need selected materials more than twice a year, we will return them.

Records are processed following professional archival standards and procedures. Every effort is made to:

  • Maintain the integrity of the records as a group
  • Make them usable to researchers
  • Preserve them from long-term and short-term deterioration