Guidelines for Transferring Records to the University Archives
Transfer Guidelines for Inactive Records
1. Review files annually for files scheduled to be transferred to the University Archives or destroyed. You may request a copy of the Records Retention Schedule from the Archivist or refer to the electronic version on the Web.
2. For files to be transferred to inactive storage:
- Call the Special Collections Department (2-5461) for boxes. (1 full file drawer = 2 boxes)
- Place file folders in a box grouped by destruction date and / or record group.
- DO NOT use hanging file folders. They do not fit the boxes and are an expensive way to store records. DO put records in labeled folders.
- Keep folders upright with labels facing forward
- If placing more than one record group in a box, place a marker sheet between the folders.
- Label the outside of the box in PENCIL with: Office or Department Name, Record group title and date range, Alphabetical, numerical or chronological range of records, Numbers of boxes in sequence
- Prepare a list by individual folder title or groups for each box. The list will be used in retrieving records as needed in the future. The office should keep a copy and send the original with the materials.
