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 the University Records Manager, at University Archives and Records Management Services (962-6402)

• 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.

• 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.

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