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.
3. Contact the Archivist (962 - 5461)
regarding the pick-up and delivery of materials to the University Archives.
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