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TRANSFERRING RECORDS TO UNIVERSITY ARCHIVES

Before you can transfer your records, you must have an approved Records Retention and Disposition Schedule for the records series in your office. Please consult this schedule to determine when inactive records should be transferred to University Archives or destroyed.

Please check the Approved Schedules and Developing a Records Schedule for more information. If you cannot locate your Records Retention and Disposition Schedule, contact Caroline Walters, University Records Manager, at University Archives and Records Service (962-6402)

Complete a Records Transmittal Form.

On the form you should list the contents of each box to be transferred, you do not need to list every folder.
List all records series as they appear on your approved schedule, along with the item number (from the schedule) and the inclusive dates of each series.
If you have a more detailed list of your files (for instance, a list that gives the names of the Committees and Councils in Box 2), you may attach that list to the transmittal form.

Send the original and two copies of your Records Transmittal Form to University Archives and Records Service.

If the items are authorized for transfer, we will send you a set of box labels. These labels will include a Records Transfer Number (RT#).

Records should be boxed in standard record center cartons (12" x 15" x 10"). These may be obtained from Staples (Item # 825695). Please, do not use non-standard boxes, such as copier paper boxes.

Records should be taken from filing cabinets and packed in the cartons in the order in which they were filed in the cabinets.
Do not purge or rearrange the files.
Place all folders in an upright position with the folder titles facing the same direction.
Pack the items firmly in the cartons and fill each box completely, but do not force them.
All records in the series should be transferred intact and in order with each folder's contents clearly labeled.
Please, do not write anywhere on the cartons or use tape to close them.
Place the labels with the RT# on the long side of the boxes to be transferred.

Facilities Services (Housekeeping) provides moving service to bring the boxes from your office to University Archives and Records Service. Use their online request form at http://www.fac.unc.edu or call them at 962-6586.

Notify the University Archivist when you have scheduled your transfer with the movers at 962-1345 or 962-6402. Please also notify UARS when the movers are on their way to the Archives with your transfers.

After the records have been received in Archives, we will return a copy of the transmittal form to you as a receipt.

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