Guide to Transferring Records
Selecting Records for Transfer
Information about selecting records for transfer to the Archives is found in Conducting a Records Survey section of this web site. General guidelines on retention and destruction are also available in Records Retention and Disposal Schedules.
Records selected for permanent retention should be transferred to the Archives according to the procedures explained below. For non-permanent records, follow the procedures in Destroying Records Sensibly and Efficiently.
1. Conduct a Records Survey to identify and
separate permanently valuable records
2. How to obtain Boxes
3. Fill and label the boxes
4. Make a list of box contents
5. Complete the Records Transfer form
6. Arrange delivery
1. Conducting a Records Survey
The archives staff can work with you and advise you on how to identify records of permanent value. The section on Surveying contains information about the records survey process.
2. How to Obtain Boxes for Your Records
To obtain boxes, contact the University Archivist at x8318 or email@example.com.
3. Fill and Label the Boxes
Fill the boxes from front to back. For records arranged chronologically, place the earliest records in the front and fill toward the back. For records arranged alphabetically, place the beginning of the alphabet in the front and fill toward the back.
Label the boxes in pencil with the following information, on the narrow (12") side:
From: Department/Office Name
To: University Archives
Box #[number of this box] of [total number of boxes]
The box contents list should include the number of the box and
then the title of each folder in each box exactly as it is
written on the folder. Send the box list to the Archives along
with your records.
5. Completing the Records Transfer Form
Please complete a records transfer form prior to sending your records to the archives. This form is available from the archives. An electronic form is being developed.
Interdepartmental Requisition is the fastest and easiest way to send a large number of boxes to the archives.
Transportation, Receiving and Warehouse x2343 (fax: x2324)
In the requisition, specify:
Pick up [number] of boxes at [your location] and deliver to 92 Snell Library.
Destroying Records Sensibly and Efficiently
To protect the University and its staff, records not scheduled for permanent retention containing private or sensitive information must be destroyed confidentially. The Records Retention Schedules will include specific information about which records require destruction to preserve confidentiality.
Generally any records that contain personal information such as birth dates, social security numbers, bank account numbers or other financial information, student grades, personnel or search committee files, etc. require special destruction methods.
The most commonly used office shredders do not destroy records adequately. Documents shredded by "strip shredders" can be still be read or easily pasted back together. Destroying sensitive or personal records requires "cross shredding" (cutting the paper into 1/4 inch squares) or "pulping" (a commercial recycling process that turns the paper back into pulp).
The Archives will coordinate the collection and destruction of confidential records. Please contact the Archives for more information (x8318 or firstname.lastname@example.org).