How to Transfer Records to the University Archives

Brief Steps for Transferring Records

Please contact the University Archives at 962-6402 or recman@unc.edu if you have any questions about transferring materials, or if you are unsure if your materials should be transferred.

1. Determine if Records Should be Sent to the Archives
2. Prepare Records for Transfer
3. Fill Out Records Transfer Form
4. Send Records Transfer Form
5. Label Boxes
6. Transport Boxes

Detailed Steps for Transferring Records

Step 1: Determine If Records Should be Sent to Archives

The University Archives can only accept those records listed on the approved retention and disposition schedule AND with disposition instructions that state "Transfer to the custody of the University Archives." There is a quick-reference list of those records that should be transferred to the University Archives. There are also Guidelines on the Value of Records that can help determine if something requires permanent retention.

Contact the University Archives at 962-6402 or recman@unc.edu if you have questions about whether or not records require permanent retention.

Step 2: Prepare Records for Transfer

1. Office files should be transferred to the University Archives as they have been arranged in use, since their organization reflects the functions and activities of the office that created the records.
2. Remove records from your filing cabinet and box in standard record center cartons measuring 12" x 15" x 10". These may be obtained from Staples (Item # 825695). Boxes must have lids and handles. Do not use other sizes or types of boxes as they may not fit on our shelving and may be too heavy and awkward for staff to lift. If you have oddly sized items that do not fit into the cartons, contact archives staff at 962-6402. One file drawer generally equals two records center boxes.
3. Fill each carton completely, but do not overfill or force.
4. Do not remove records from the folders in which they were placed in your filing cabinet. Place the folders upright in the carton with all folder titles facing in the same direction. If you are using hanging files, replace them with standard file folders. We will not accept transfers that include hanging files.
5. For electronic records, you can transfer them on a CD, DVD, thumb drive, or external hard drive. Be careful to keep the file structure intact as it is on the computer or server and properly label the digital media. If you have not yet copied the electronic records you would like to transfer, UARMS staff can come to your office with an external hard drive and assist you in copying these files from your computer or server.

Step 3: Fill Out Records Transfer Form

1. Fill out the Records Transfer Form, which must include a list of the boxes, folders, items, or files, being transferred to the University Archives. Use only one transfer form each time you transfer materials, and do not fill out separate forms for each box or item being transferred. Simply click on the field you wish to fill in and type the information required.
2. Fill in all the information requested on the form, including the name of your department or administrative office, your name, contact information (including emails and campus box number), and a brief description of the records.
3. For paper records, include a list of the files or the contents of the boxes that you are transferring. In this list, identify the type of files you are sending by listing the folder labels, the box number in which these files are located, the unique series identification number from the General Schedule that corresponds to the files, and the date span of the files. An example list is included in the Records Transfer Form, however if you have already created a list that contains additional information you may also send that. Make copies of the list for your own files. The box and folder list is required, and it must be completed. If you do not follow this step, University Archives will not accept the transfer.
4. For electronic records, include the types of files (i.e. word processing files, PDF's, spreadsheets, databases, email, photographs, audio, video, etc.), the number of files, the size of these files in MB (megabytes) or KB (kilobytes), and the unique series identification number from the General Schedule that corresponds to the files.

Step 4: Send Records Transfer Form to the University Archives

1. Please email the form and the list as an attachment to recman@unc.edu. We will review it and contact you if changes need to be made.
2. Once the records have been approved for transfer we will send you a set of box labels.

Step 5: Label Boxes

1. Affix the box labels sent to you by the University Archives on the long side of each box. Do not tape the boxes shut. If you must write on the boxes please use pencil.
2. Make sure that all digital media (CD, DVD, flash drive, hard drive) included with the transfer is properly labeled identifying its contents.

Step 6: Transport Boxes to the University Archives

Because the Archives staff is small, we cannot pick up materials materials from campus offices. Therefore, we ask that offices make arrangements themselves to transport materials to the University Archives. Options include the following:

1. If you have just one box, try sending it through campus mail. If the transfer contains confidential information, please mark the box as such and use a small amount of packing tape to "seal" the box.
2. Facilities (962-6586) can transport boxes for you at a fee. An online request form for this service can be found here. Materials should be brought to the loading dock of Wilson Library, accessible from South Road. Please notify the University Archives of the date and time when Facilities will make their delivery.
3. Transport the boxes in your own vehicle. Materials should be brought to the loading dock of Wilson Library, accessible from South Road. Please notify the University Archives of the date and time when you will make your delivery.

Return to Home